Technician - Document and Archive Management

Work Environment

The Institutional Information and Archives Management Service (SGIIA) reports directly to the General Secretariat of HEC Montréal. It is responsible for the management of institutional information and the archives of the School. It ensures their processing, conservation, and valorization, in order to improve administrative efficiency and constitute the institutional memory.

Role and Responsibilities

The Technician - Document and Archive Management contributes to the development, implementation, and application of standards, policies, directives, processes, and procedures to ensure the management of institutional information and archives within the School. The person holding this position provides technical and organizational support to the School's units, in order to standardize, secure, and centralize the management of institutional information, within the perspective of information governance, regulatory compliance, and the valorization of the School's information assets. Additionally, they perform the archival processing of institutional documents and private archives, in order to ensure their preservation and accessibility over time.

*MORE SPECIFICALLY, THE PERSON HOLDING THIS POSITION:*

Participates in the updating and implementation of tools, policies, directives, processes, and procedures related to institutional information management, information governance, archives, and the management of the digital document lifecycle.

Participates in the identification and evaluation of the needs of units in terms of document management and the selection of the best tools and practices to address them.

Participates in the configuration, deployment, optimization, and evolution of information management systems and digital document platforms.

Accompanies the School's units in their document management activities: inventory creation, application and customization of the classification plan and retention schedule, identification of documents to be destroyed, transferred, and deposited in archives.

Performs physical and digital archival processing: application of the retention schedule, organization and description of documentary content, application of processing, digital preservation, and archival dissemination standards, updating of appropriate systems and metadata.

Manages documentary deposits, document digitization, and destruction.

Provides first-line internal customer service: management of the service's email box or centralized platform, technical and organizational support to users, and processing of consultation requests.

Participates in the processing of historical research requests and external consultation requests.

Participates in acquisition activities: inventory of private archive funds, preliminary processing, etc.

Participates in dissemination activities: display in showcase, external exhibitions, social media, etc.

Maintains up-to-date various registers, institutional inventories, and platforms used by the service.

Maintains up-to-date data related to their activities and enabling the production of statistics for their work sector and necessary for the preparation of administrative reports.

Submits any dossier requiring special attention to their immediate supervisor; performs any other task, at the request of the latter or required by their functions, in order to maintain or improve the efficiency of their work sector.

Desired Profile

College diploma in documentation techniques or another relevant specialization and a minimum of four years of relevant work experience

Very good knowledge of information and archive management tools

Very good knowledge of the issues related to information and archive management

Very good knowledge of the legal and regulatory framework in document management

Excellent knowledge of common software and technological environments

Very good knowledge of spoken and written French

Interest in learning new technologies

Problem-solving skills; analytical thinking and synthesis capacity

Autonomy and ability to work with minimal supervision

Skills in interpersonal relations (customer approach)

• Attention to detail, precision, and concern for detail
• Respect for the ethics rules related to the management of confidential files
• Ability to work in a team
• Physical effort capacity
• Knowledge of the academic environment (an asset)

Benefits

• 23 annual vacation days after one year of service
• 16 public holidays
• Summer schedule: 10 summer Fridays
• Work schedule arrangement: hybrid mode
• More generous training and development program than the market
• Collective insurance program
• Defined benefit pension plan
• Access to a telemedicine service

HEC Montréal recognizes the essential and necessary contribution of women, Indigenous peoples, visible and ethnic minorities, people with disabilities, and people of all sexual orientations and identities, and is committed to ensuring equal opportunities for all qualified candidates. Values of respect, openness, and inclusion are common to our entire community.

HEC Montréal implements an equal opportunity employment program and invites members of designated groups to indicate their membership in their application dossier.

The announcement of this position in external media may be made simultaneously with the internal posting at the School. Internal applications are processed first, according to HEC Montréal's policy. Only those selected for an interview will receive a response.

We wish you good luck in the continuation of this process.