Senior Circulation Assistant
Education Library, UBC Library | Vancouver Campus
Full-time, ongoing position
Anticipated Start Date: August 1, 2023

UBC LIBRARY:

As one of the world’s leading universities, the University of British Columbia creates an exceptional learning environment that fosters global citizenship, advances a civil and sustainable society, and supports outstanding research to serve the people of British Columbia, Canada and the world.

We honour, celebrate and thank the xʷməθkʷəy̓ əm (Musqueam) and Syilx Okanagan peoples on whose territories the main campuses of the University of British Columbia have the privilege to be situated.

The University of British Columbia Library is one of the largest academic libraries in Canada and consistently ranks among the top university research libraries in North America. UBC Library has 14 branches and divisions, two campuses (Vancouver and Kelowna), including an off-site hospital library; a multi-purpose teaching and learning facility, the Irving K. Barber Learning Centre; and the Xwi7xwa Library, a centre for academic and community Indigenous scholarship. Almost 300 knowledgeable employees – librarians, management and professional staff, support staff and student staff – provide users with the excellent resources and services that they need to further their research, teaching and learning.

To highlight a few exciting projects that the Library is working on:

• William Shakespeare’s First Folio published in 1623 gifted to UBC Library
• UBC Library becomes first Canadian institution to join Dryad open-data repository
• UBC Library launches Open Publishing Program
• Xwi7xwa Library highlights local experiences of Residential Schools in Canada through curated exhibit displays

The UBC Library is committed to being a respectful, healthy environment that encourages leadership, collegiality, diversity, individual growth and opportunity. Explore our aspirational values that we strive to uphold and actively incorporate into all aspects of our organization.We are committed to eliminating institutional and structural systems of oppression and power (such as colonialism, sexism, classism, heterosexism, ableism, and white supremacy).

Learn more about the UBC Library Strategic Framework and about working with us.

POSITION FUNCTION:

Oversees all work relating to the Circulation Desk. Provides feedback and analysis for circulation functions and services and in doing so contributes to policies, procedures, and space planning for the unit. Responsible for the training of Library staff and students on the Circulation Desk. Works at the Circulation Desk providing complex circulation and information services to users, and creates the weekly Circulation Desk and monthly staff work schedules. Assists the Head with the daily operation of the Circulation Unit and in the development and implementation of new work methods and procedures. Deals with routine facilities and maintenance issues and reports issues to appropriate units. Performs complex administrative support. Reporting to the Head, recruits, schedules, trains, and supervises Student Assistants. Maintains attendance and payroll records for student employees. Serves on selected Library-wide committees as assigned. Works a variety of shifts including opening, closing, and weekends as required.

WORKING RELATIONSHIPS:

Works under the direction of the Head, Education Library. Assists in establishing and implementing new policies and procedures. Has frequent opportunity for independent action, within limits of established guidelines. Requires a high level of interpersonal skill to maintain close working relationships with other staff, librarians, and student employees in the Education Library and other UBC Library branches/units and the public.

DUTIES:

• Oversees the daily operation of the Circulation Desk. Trains staff and students on the Circulation Desk, as well as provides ongoing guidance on Circulation Desk policies and procedures. Participates in the selection and recruitment of staff and students.
• For approval by the Head, prepares the monthly staffing schedule based on library hours, service demands and staff availability. Routinely makes scheduling adjustments as required.
• Prepares the weekly Circulation Desk schedule. Coordinates with the Collections Maintenance & Circulation Assistant for Student Assistant desk coverage.
• Performs financial functions such as staff overtime and shift differential payroll submissions for the approval by the Head. Tracks and reports staff holiday requests and flex days prior for approval by the Head.
• Interprets and ensures compliance of Circulation Desk policies and procedures. Deals with difficult patrons and resolves complex problems.Evaluates and makes decisions regarding situations requiring deviation or exception from normal procedures.If not resolved, will escalate to the Head.
• Responsible for overseeing and organizing all work related to the Circulation Desk. Uses initiative, interpretation, and/or ingenuity to develop, implement, and evaluate innovative Circulation Desk procedures, practices, standards, specifications, services, in collaboration with the Head. Maintains up-to-date procedure manuals.
• Observes staff performance and provides feedback to Head for annual performance planning. Keeps Head informed of issues as they arise and escalates to Head as needed.
• Works at the Circulation Desk providing services including charging and discharging, adding/changing barcodes, changing addresses, renewals, traces, storage reserve and various document delivery services. Accepts and processes cash, debit/credit and journal voucher payments for library products and fines.Verifies floats and operates the cash register and debit machine.Processes refunds. Clears hold shelf of expired requests.
• Handles fines appeals, claims-returned, fine reductions, cancellations or increase and complex overdues questions according to policy and flags problems or exceptions with the branch Head as needed. Consults with Central Borrower Services as required.Maintains overdues appeals files.
• Performs financial transaction monitoring, reconciliation, and reporting related to Borrower Services.
• Provides basic to moderately complex reference assistance to patrons at the Circulation Desk. This includes: asking questions to assist in assessing user needs, directing patrons to necessary resources, demonstrating how to navigate and use the UBC Library website and catalogue, and demonstrating how to search for needed information in a range of formats. Directs patrons to known resources to meet information needs. Refers complex questions to appropriate librarian.
• Answers directional, policy and general information queries in person, by telephone and by written or electronic messaging. Explains and enforces library policies and procedures. Interprets patron and/or circulation records.Responds to complex Circulation inquires and resolves complex Circulation problems that cannot be resolved by other staff.
• Reviews exception reports for item transactions and deals with and/or reports anomalies to the Head. Uses the circulation system to correct errors with material codes, locations, etc. Follows through with additional processing as necessary.
• Interviews, selects, trains and schedules student assistants.Completes & maintains required personnel and payroll records for student assistants and student librarians. Makes adjustments in the work schedule or locates replacements when students are absent. Monitors and evaluates student assistants’ performance and takes appropriate action if problems occur. Keeps Head informed of any ongoing issues. Assists the Head in preparing the student budget and tracking the expenditures of that budget. Approves student employee hours in Workday. Deals with problems relating to errors in pay; resolves complex problems with the Head Librarian.
• Provides training and regular updates to support staff and student assistants on WorkSafe BC and UBC, Library health and safety rules & regulations. Ensures appropriate health & safety manuals & forms are up-to-date. Ensures first aid kit is stocked appropriately and orders more supplies as necessary. Performs monthly workplace safety inspections. Reports safety concerns to Branch Head and Library Facilities manager or others, as required. Serves on the Joint Occupational Health & Safety Committee.
• Assists the Head in liaising with appropriate departments regarding general problems with the building and ongoing maintenance, e.g., cleaning, replacement of light bulbs, HVAC malfunctions, repair of security gate, etc. Participates in planning for new uses of space, library renovations, including gathering input for space usage. Submits and tracks facilities tickets and submits IT tickets for public computers.Keeps the Head apprised issues or problems.
• Assists in the coordination of weeding, shelving, and collection shifting projects.
• Participates in the development and implementation of new policies, procedures and work methods. Using available tools, records, generates and analyses data; writes reports as requested.
• Provides back-up for other team members as required.
• Participates in project work and performs other duties related to the qualifications and requirements of the job.

EXERCISING JUDGEMENT/IMPACT OF DECISIONS/CONSEQUENCE OF ERROR:

Consequence of error would affect the quality of service to the university community. Improper decisions on library policy and procedures will result in angry or upset patrons and this would affect the image of the Library. If staff and students are not trained properly it would affect their performance on the Circulation Desk. Errors in Circulation duties would cause inconvenience to both staff and patrons.

SUPERVISION RECEIVED:

Reports to the Head, Education Library. Works independently with minimal supervision. Work is performed in accordance with broadly established procedures and practices requiring initiative to plan and complete recurring assignments independently, and judgement to determine which of many methods are applicable in any given situation. Performance reviews are conducted by the Head, Education Library.

SUPERVISION GIVEN:

Assists the Head with hiring and training of Library Assistants and student employees. Provides Circulation Desk performance feedback concerning staff to the Head. Serves as the Circulation Supervisor in the absence of the Head, Education Library.

MINIMUM QUALIFICATIONS:

High school graduation, plus two year Library Technician diploma, plus four years of related experience or an equivalent combination of education and experience.Experience in circulation and supervision of staff. Knowledge of library policies and procedures and circulation services. Ability to interpret and apply library policies with consistency. Ability to type 40 w.p.m. and to operate the normal range of library equipment.Ability to use word-processing, spreadsheet, and database applications at an intermediate level. Experience in Library database systems including Voyager and Tableau preferred. Ability to co-ordinate the workflow of a unit including communicating a wide range of information in a clear and timely manner. Ability to prioritize and work effectively under pressure to meet deadlines. Ability to anticipate current and future needs and strategize appropriate responses. Ability to deal with a diversity of people in a calm, courteous, and effective manner. Ability to develop and implement policies and procedures.Ability to work effectively independently and in a team environment. Ability to exercise tact and diplomacy. Ability to develop and maintain cooperative and productive working relationships.Ability to provide quality service to customers in a courteous, patient manner. Ability to exercise sound judgement.Ability to communicate effectively verbally and in writing.Ability to effectively recruit, train, supervise, and motivate employees.Ability to lift up to 20 kgs of boxed materials and to push fully loaded book trucks. Ability to work evenings and weekends.

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.

APPLICATION PROCESS:

To view the complete job description and to submit an application, please visit the UBC Careers page by midnight June 11, 2023.