Description

Libraries & Cultural Resources is currently seeking a Full time Regular Collections Assistant .

Reporting to the Manager, Collections, this position is part of the Collections team within Libraries & Cultural Resources and supports access to physical publications through the receiving and maintenance of print publications including periodicals, looseleaf publications, and standing orders. Duties include processing invoices, receiving serial materials in Alma (Library Resource Management System), and troubleshooting discrepancies related to shipments, invoices, and system records. The work location for this position is the High Density Library (Spy Hill), with possible periodic project work taking place on the main University of Calgary campus.

The work requires knowledge of library acquisitions procedures and workflows, excellent attention to detail, and adaptability when processing materials in multiple formats and languages. The position works collaboratively with internal and external stakeholders, including library staff, publishers, vendors, and service providers, and supports the accessibility and discoverability of materials in Primo (Library discovery system).

The position involves moderate stress due to competing priorities, deadline-driven renewals and projects, vendor communications, payment timelines, and ongoing system and workflow changes. Workloads may increase during subscription renewal periods, fiscal year-end, project work, and periods of high-volume material receipt. This position requires the ability to lift loads of up to 30 pounds and push loads of up to 100 pounds.

Summary of Key Responsibilities (job functions include but are not limited to):





- Receive and process serial subscriptions, periodicals, loose-leaf services, standing orders, and continuation materials using Alma.
- Verify shipments against purchase orders, subscription records, and packing slips to ensure materials received are accurate and complete.
- Confirm that an active subscription or order is in place before processing materials.
- Create, update, and maintain item holdings and receipt records to support accurate tracking and access.
- Apply barcodes, RFID tags, and other physical processing as required, and maintain related documentation.
- Monitor subscription renewals and assist in maintaining continuity of access to serial publications.
- Cancel subscriptions and close orders as requested, ensuring financial commitments are accurately updated in Alma.
- Review and process invoices for serial subscriptions and continuation materials.
- Match invoices to subscription and purchase order records and resolve discrepancies as required.
- Verify invoice pricing against agreed subscription costs and approved percentage increases.
- Use Adobe or other electronic means to record the date received, purchase order line (POL), and initials on invoices for tracking purposes.
- Approve invoices in accordance with institutional procedures and forward completed documentation for payment processing.




- Obtain manager approval to process invoices when costs exceed agreed-upon increase thresholds.

Troubleshooting and resolution

- Investigate and resolve discrepancies involving receipts, subscriptions, shipments, and vendor claims.
- Identify and resolve invoice and billing errors, communicating with vendors to obtain corrections or resolve outstanding issues.
- Investigate and correct receipt errors in Alma to maintain accurate and reliable records.
- Identify and resolve issues related to order records, item records, metadata, and serials workflows within Alma.
- Review record displays in Primo and investigate access or visibility issues.
- Use internal and external library systems and resources to research and resolve serials-related issues.
- Provide troubleshooting and problem-solving support to library staff and patrons, as required.
- Run reports using Alma Analytics to support daily serials workflows and renewal activities.

Project Support

- Assist with projects connected to large-scale collections initiatives.
- Project may involve documenting and quality control activities associated with ingestion of material in the HDL and support for mass digitization projects.
- Part of the project assistant role will include reviewing title lists in Excel spreadsheet format and verifying holdings information.
- Verify institutional holdings and assist with identifying duplicate materials where required and provide information and support to project team members and related library units.
- Use digital tools to maintain, organize, and update records and project data.
- Using provided guidelines, evalua

📌 Collections Assistant, Libraries and Cultural Resources (Calgary)
🏢 University of Calgary
📍 Calgary