Public Services & Collections Management Assistant

Public Services & Collections Management Assistant

15 May
University of British Columbia

15 May

University of British Columbia


Job Posting

Job ID:

Vancouver - Point Grey Campus

Employment Group:
CUPE 2950 (Cler/Secr/Library)

Job Category:
CUPE 2950 Public Serv Library

Classification Title:
Pub Svc Library Asst 2 (Gr4)

Business Title:
Public Services & Collections Management Assistant

VP Academic & Provost

Library - Asian

$41,796.00 (Annual)

Full/Part Time:


Desired Start Date:

Funding Type:
Budget Funded

Closing Date:

Available Openings:

Job Summary
Performs moderately complex duties related to circulation, periodicals and serials, interlibrary loan, preparation and processing,

information services, collection management and office administration. Assists with special projects as required. Supports the health and safety activities of the branch.
Organizational Status
Works under the general supervision of the Supervisor of Circulation. Operates in a framework of established policies and clearly defined guidelines and procedures. Interacts with other staff members and librarians of the Asian Library; staff members in other library branches and with faculty, staff and the public. Communicates with Building Operations and Campus Security.
Work Performed
1. Works at the circulation desk, as scheduled, including weekends if required. Charges, discharges and renews materials, Checks returned materials for holds, damage, and completeness. Places holds, recalls, and storage requests. Processes rush cataloguing requests. Updates and edits patron and item records.
2. Accepts and responds to queries on library policies and procedures. Explains and enforces library policies and procedures. Answers directional and information questions regarding library holdings. Interprets patron and circulation records. Assists disabled users. Provides reception services. Demonstrates how to navigate UBC Library catalogue and website. Directs patrons to known resources suggests resources to meet information needs. Refers queries.
3. Accepts and processes cash payments.
4. Performs comprehensive duties related to collections maintenance; clears, collects, sorts, shelves, shelf reads, moves, straightens and dusts/vacuums books and shelves. Assists with the general organization of the collection including shifting materials to accommodate growth and planned moves of library materials. Assists in preparing materials for storage. Creates and maintains online storage records. Updates shelf guides in book stacks following book moves or book shifting.
5. Maintains current newspapers by filing, weeding and maintaining shelves in an orderly and tidy manner.
6. Edits online records with incorrect status and material code.
7. Physically prepares library materials by tattle-taping, stamping, barcoding, and generating and applying spine labels.
8. Troubleshoots copiers, printers, computers, and other library equipment. Refers unsolved problems to Library IT, and follows up to ensure staff are informed and problems resolved.
9. Assists with interlibrary loan activities. Searches the library catalogue and related resources retrieves library materials. Searches databases for items not available at UBC. Locates potential interlibrary lenders. Responds to requests from faculty and students by checking library holdings, conducting stack searches. Retrieves library material from within branch.
10. Responsible for opening or closing routines. Monitors library security gates. Maintains general appearance of library unit and ensures supplies for the public are stocked. Monitors and reports equipment condition.

1. Performs comprehensive duties related to binding, mending and preservation. Gathers and prepares materials for binding consulting with librarians regarding incomplete volumes. Obtains missing issues, pages and indexes. Identifies and selects worn materials and determines appropriate treatment. Prepares binding slips. Prepares annual binding allocation request and ensures scheduled binding quotas and deadlines are met. Charges and discharges items to reflect binding, mending, and preservation in process. Creates, edits and updates bindery treatment and retention system records. Updates unbound issues records and summary holdings to reflect binding in process. Checks processed materials for accuracy and completeness. Creates, edits and updates records for items returned from bindery. Maintains pre-bindery area.
2. Performs basic book repair techniques, including spine repairs, tipping in pages and supplementary materials. Applies protective covers to pamphlet materials.
3. Identifies and investigates discrepancies between check-in and what was received, reports receiving errors, missing issues and other record snags to CTS for follow-up.

1. Processes current serials and added volumes. Checks incoming unbound materials and prepares for check-in. Edits and updates issue and item records.
2. Notifies Technical Services regarding records with incorrect statuses, material codes, locations holdings and other areas.

1. Sorts and distributes incoming mail, parcels and library deliveries; prepares and dispatches outgoing mail and parcels. Makes photocopies when required.
2. Prints and displays library-wide posters and signs in the Asian Library; prepares and displays posters and signs for special events and special library hours.
3. Maintains generic emails and mailing lists of the Asian Library.
4. Makes arrangements for meetings: collects agenda items, books meeting rooms, records and distributes minutes. May provide laptop and projector set-up as required.

1. Participates on the Asian Library's Local Safety Team (LST) and maintains the minutes of the LST as required.
2. Conducts Health and Safety orientations for new employees as required.
3. Receives, reports and responds to information relating to thefts and other incidents. Contacts Building Operations, Campus Security, Emergency Personnel and/or, RCMP for emergency safety, security and health issues as required.
Supervision Received
Accountable to the Head, Asian Library. Works under the general supervision of the Supervisor of Circulation. Annual performance appraisals are conducted by the Head of the Asian Library with feedback provided by the Supervisor of Circulation.
Supervision Given
None. May explain work procedures to new or inexperienced employees.
Consequence of Error/Judgement
Works within established methods, policies, and procedures with some latitude for organizing work or exercising judgement within established guidelines. Most unusual problems are referred to the supervisor. Work is generally monitored to ensure adherence to established work policies and errors are generally correctable by the incumbent. Consequence of error would affect the quality of service to the university community. Improper decisions with information services may result in angry or upset patrons and this would affect the image of the Library. There are frequent opportunities to exercise judgement with respect to provision of information services, operations, staffing and other issues.
High School graduation and two year Library Technician diploma. 2 years relevant experience or the equivalent combination of education and experience. Knowledge of relevant integrated library system modules (Voyager Circulation and Acquisitions and Relais preferred). Knowledge and experience with operations of Windows based computer programs, learning management systems, printers, and other system related equipment and communication networks an asset.
Ability to understand and apply policies, procedures, and instructions. Ability to analyze and interpret data, determine implications, and provide recommendations. Ability to make thoughtful, informed and thorough decisions. Ability to analyze problems, identify key information and issues, and effectively resolve. Ability to provide quality service to customers in a courteous, patient manner. Ability to deal with a diversity of people in a calm, courteous, and effective manner.

Ability to effectively use word processing, spreadsheet, database, Internet, electronic mail, local area networks at an advanced level (MS Office, Word Press, Wiki preferred). Excellent oral and written communication skills. Ability to communicate effectively verbally and in writing. Ability to maintain accuracy and attention to detail. Ability to work independently and within a team environment. Ability to climb stairs, push, pull and lift heavy objects up to 40 lbs.

Fluency in one of the following Asian languages required: Chinese, Japanese, Hindi, Korean, Nepali, Persian, Punjabi, Sanskrit, Tibetan or Urdu. Fluency in Hindi, Punjabi preferred. Fluency in Japanese of secondary preference. Ability to follow and carry out instructions, prioritize work and to meet deadlines. Ability to maintain accuracy and attention to detail. Ability to work both independently and within a team environment. Ability to work evening and weekends as required.

Open to experimenting with and improvising new ways of approaching processes, tasks or problems. Ability to recognize, respect and work effectively with individuals and groups with diverse perspectives and backgrounds. Takes initiative in learning about language and issues relating to equity and diversity. Ability to develop and maintain cooperative and productive working relationships and engage in workplace culture. Ability to recognize and appreciate the contributions of colleagues. Committed to demonstrating respect for colleagues at every level by trusting in their abilities and knowledge to perform their roles and earning respect through meeting commitments. Models and demonstrates good communication through active listening and appreciative inquiry and open to providing and receiving timely, constructive feedback. Listens to, encourages and expresses creative and innovative ideas.
Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person.

All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.

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