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Archive Assistant Jobs in Wheaton, IL (NOW HIRING)

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Archive Assistant information

What is an archive assistant?

Archive Assistants are professionals who help organize, maintain, and preserve historical documents, records, and other archival materials. They assist archivists in cataloging items, retrieving records for users, and ensuring that materials are properly stored for long-term preservation. Archive Assistants may also help with digitization projects and provide support to researchers who need access to specific documents. Their role is essential in keeping archives accessible and well-maintained for both current and future use.

What are the key skills and qualifications needed to thrive as an archive assistant, and why are they important?

To thrive as an Archive Assistant, you need strong organizational abilities, attention to detail, and a background in information management or a related field, often supported by relevant qualifications or experience. Familiarity with cataloguing software, digital archiving systems, and database management is typically required. Excellent communication, teamwork, and problem-solving skills set outstanding Archive Assistants apart. These skills ensure the accurate preservation, retrieval, and accessibility of important records and materials for organizations and researchers.

What are some common challenges archive assistants face when managing large collections, and how can they overcome them?

Archive Assistants often encounter challenges related to organizing, cataloging, and preserving a high volume of diverse materials. Managing large collections requires strong attention to detail, effective time management, and the ability to use archival databases efficiently. To overcome these challenges, it's important to follow standardized procedures, regularly update catalog records, and collaborate closely with archivists and other team members. Additionally, keeping up with best practices in preservation and digital archiving can help maintain the integrity and accessibility of collections.

What is the difference between Archive Assistant vs Records Clerk?

AspectArchive AssistantRecords Clerk
CredentialsHigh school diploma or equivalent; some roles may require basic certificationsHigh school diploma or equivalent; often similar certifications
Work EnvironmentLibraries, archives, museums, government agenciesOffices, government agencies, healthcare facilities
Job DutiesOrganizing, cataloging, maintaining archival materialsProcessing, filing, retrieving records and documents
Industry UsageCommon in archival and historical institutionsWidespread across administrative and clerical settings

Both roles involve handling records, but Archive Assistants focus on preserving and organizing archival materials, often in specialized environments. Records Clerks primarily manage day-to-day document processing in office settings. While their skills overlap, their work environments and specific duties differ.

What cities near Wheaton, IL are hiring for Archive Assistant jobs?

Cities near Wheaton, IL with the most Archive Assistant job openings:

Archive Assistant jobs near you
Infographic showing various Archive Assistant job openings in Wheaton, IL as of August 2026, with employment types broken down into 1% As Needed, 71% Full Time, 23% Part Time, 1% Temporary, 3% Contract, and 1% Nights. Highlights an 98% Physical, 1% Hybrid, and 1% Remote job distribution.

PT Archives Processing Assistant (on-site)

DePaul University

Chicago, IL • On-site

$23.45 - $23.68/hr

Part-time

PTO

Posted 5 days ago

DePaul University rating

7.2

Company rating: 7.2 out of 10

Based on 29 frontline employees who took The Breakroom Quiz

390th of 630 rated colleges and universities

Job description


The Highlights:
The Archives Processing Assistant is primarily responsible for applying standard archival principles and practices to arrange, describe and provide access to archival collections. The Archives Processing Assistant provides reference support to remote and on-site researchers, including paging and reshelving books and archival collections, as well as registering researchers and monitoring the Reading Room. The Archives Processing Assistant will work in a highly supportive, collegial culture that encourages active participation in meaningful and valuable skills training and professional development. This includes training workshops, committee memberships, and engagement in programs that support the Library's mission and its Inclusion, Diversity, Equity and Access goals, while building connections and partnerships across DePaul's wider academic and user community.
What You'll Do:
  • Archives Accessioning
    - Creates accurate archival accession records.
    - Conducts preliminary surveys and preservation assessments.
    - Rehouses incoming collections.
  • Archives Processing
    - Evaluates, sorts, arranges, and describes materials according to archival principles.
    - Maintains a record describing the collection and the activities performed upon it.
    - Performs rehousing, reformatting, and other preservation measures as needed.
    - Creates structured, detailed descriptions for narrative finding aids and database entries.
  • Collections Management
    - Manages the physical collections as needed, including shelving, shifting, and moving as required.
    - Updates department records for the intellectual control and description of archival materials.
  • Researcher Assistance
    - Assists in-person and remote researchers by identifying materials of interest and supplying requested information.
    - Supervises the reading room during scheduled desk shifts and as-needed substitute coverage.
  • Assists in training student employees to perform basic processing projects; may proof, edit, and correct archival descriptions created by others.

What You'll Need:
  • Minimum: Bachelor's degree
  • Preferred: Experience with processing archival collections
  • Preferred: Familiarity with DACS, EAD, and collection management software
  • Excellent written, oral, and interpersonal communication skills
  • Ability to read and comprehend handwritten and printed text, and to create accurate structured and narrative descriptions with minimal oversight or intervention
  • Ability to think critically and shift perspective in order to create effective arrangements and descriptions of archival collections
  • Ability to adapt to change with flexibility, creativity, and sound judgment
  • Ability to learn new skills through research and self-study
  • Experience working both independently and collaboratively in a collegial, team-based environment and maintaining positive working relationships
  • Excellent planning, project management, and problem-solving skills
  • Ability to work with diverse constituencies
  • Knowledge of information technology resources, print information resources, and web-based information resources required

The anticipated hiring range for this position is: $23.45 to $23.68/hr.
The salary range provided in this posting reflects what we reasonably expect to pay for this position. Actual compensation offered or earned is dependent on experience, education and other factors including departmental budget.
Perks:
  • Working for a stable and well-known University.
  • Paid time off
  • Part-Time Benefits

For consideration, please include a resume and cover letter.
Vincentian Mission:
Guided by an ethic of Vincentian personalism and professionalism, DePaul compassionately upholds the dignity of all members of its diverse, multi-faith, and inclusive community. We seek to hire collaborative, open-minded, and dedicated professionals who are committed to advancing our university mission to making education accessible to all, with special attention to including underserved and underrepresented communities. Successful candidates thrive in an environment where ideas and perspectives representing a wide variety of cultures, backgrounds and experiences are welcome and supported.
Required Background Check:
Employment at DePaul University is contingent on passing a background check. Only final candidates who are extended an offer of employment will undergo a background check.
DePaul University is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, ethnicity, religion, sex, sexual orientation, gender identity, national origin, age, marital status, physical or mental disability, protected veteran status, genetic information or any other legally protected status, in accordance with applicable federal, state and local EEO laws.

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