Communications and Records Management Officer

Location

Whitehorse, YT | Canada

Job description

The Yukon Historical & Museums Association (YHMA) is seeking an engaged, self-motivated individual to join our team as Communications and Records Management Officer, focusing on strengthening YHMA’s internal workflows, records and information management, communications strategies, and digital integrations.

The successful candidate will gain experience in and develop skills related to non-profit heritage organization management, develop a professional network in the Yukon heritage community, and gain a deeper understanding of Yukon heritage and the overall heritage sector.

Under the direction of the Executive Director, the Communications and Records Management Officer will assist with the implementation of our Archives and Records Management Policy and Digital Strategy, assist with the development of a Strategic Communications Plan, manage online communication channels, produce our biannual newsletter, and participate in the day-to-day management of our office space.

The successful candidate will have the opportunity to develop an individualized training plan and to participate in additional opportunities for professional development and networking where possible.

The successful candidate will also be provided with the option to work remotely where tasks allow.

Duties and Responsibilities

• Conduct an inventory of YHMA’s active and archival records, both physical and digital;
• Arrange priority records according to the Records Classification and Retention Schedule, including the identification of records for disposal;
• Working with the Executive Director, arrange for the disposal by destruction or donation of identified records in accordance with the Records Classification and Retention Schedule;
• Develop written procedures for completing tasks relating to the Archives and Records Management Policy, including a repeating schedule of tasks to support ongoing compliance with the Policy;
• Continue implementation of digital tools identified in the Digital Strategy, including the development and/or refinement of corresponding procedures, workflows, and integration of records management tasks;
• Collaborate with YHMA staff and committee members to develop and, if time allows, begin implementation of a Strategic Communications Plan, informed by the Archives and Records Management Policy, Digital Strategy, current communications activities and analytics, and best practices;
• Manage structural and content updates to the organizational website;
• Manage social media content distribution;
• Produce and distribute weekly e-bulletin;
• Produce and distribute biannual newsletter (print and digitally distributed PDF);
• Monitor and prepare reports on traffic and user engagement for digital communications channels using integrated analytic functions to inform and measure impact of the Digital Strategy and Strategic Communications Plan;
• Assist with basic building and grounds maintenance;
• Assist with basic administrative tasks such as filing, record keeping, and organizing the office space;
• Participate in development of an individualized training plan, ongoing evaluation, and adjustment of projects/tasks; and
• Prepare a final report outlining projects/tasks completed and results.

Essential Qualifications

This position is located in Whitehorse, Yukon. Candidates must reside in Whitehorse or be willing to relocate to Whitehorse for the duration of the position. Assistance in locating housing will be provided if needed.

This position is pending funding from the Canada Summer Jobs (CSJ) and/or Young Canada Works (YCW) programs. Candidates must meet the following criteria to be eligible for this position:

• be a Canadian citizen or a permanent resident, or have refugee status in Canada;
• be legally entitled to work in Canada; and
• be between 16 and 30 years of age inclusively at the start of employment.

In the event that this position receives funding from YCW, candidates must also meet the following criteria:

• be registered in the YCW online candidate inventory; and
• have registered as a high school, college, CEGEP or university student.

Desired Qualifications

• Strong interest in heritage, especially Yukon heritage, and the heritage sector;
• Studying in a related field, including but not limited to: archival studies, records and information management, collections management, curatorial studies, cultural/heritage resource management, museum studies/museology, communications, conservation, history, Aboriginal studies, arts administration, or non-profit management;
• Strong organizational and time management skills;
• Strong written and oral communication skills;
• Ability to take initiative and work independently as well as in a team setting;
• Comfortable working and communicating with diverse individuals;
• Experience in records and information management, digitization and digital workflows, policy and procedure development, communications and marketing, and/or report writing;
• Strong computer skills, including proficiency with Microsoft Word, Microsoft Excel, and email;
• Proficiency with WordPress, Microsoft Publisher, CRM software, social media, and/or digital analytics will be considered an asset.

YHMA welcomes participation from equity groups. All qualified candidates are encouraged to apply.

Hours: 37.5 hours/week

Term: 10-16 weeks between May 6-August 23 (duration dependent on funding)

Job tags

Salary

$22.29 per hour