Staff - Union
Job Category
CUPE 2950
Job Profile
CUPE 2950 Salaried - Pub Svc Library Asst 4 (Gr8)
Job Title
Access Services Assistant
Department
UBC Library I Xwi7xwa Library
Compensation Range
$4,739.00 - $5,102.00 CAD Monthly
Posting End Date
January 14, 2025
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.
Position Function
Oversees the day-to-day operations of the Xwi7xwa Library’s Access Services: circulation, borrower services, room/media bookings and the operation of the building. Provides complex public services and moderately complex reference services and serves as the initial point of contact for Xwi7xwa Library patrons. Provides project support for new initiatives and is involved in the planning and delivery of student and community events for the First Nations House of Learning (FNHL) and Xwi7xwa Library.
Working Relationships
Works under the direction the Head, Xwi7xwa. Assists with project and program development under the supervision of the responsible librarian. Trains and supervises circulation work of students. Liaises with UBC Library and FNHL faculty and staff, as well as campus and external suppliers. Maintains a close working relationship with borrower services in other branches and facilities staff.
Duties
- Oversees the daily operations of the Xwi7xwa Library Access Services, including opening /closing, borrower services, the building and facilities. Receives and processes patron requests for library services such as media bookings, classroom instruction, reference appointments, and circulation services.
- Provides moderately complex reference service to library users. Answers directional questions, searches for information on a full range of resources and in all formats and instructs patrons on how to use resources. Refers more complex question to the librarians.
- Provides complex circulation desk service. Explains and interprets library policies and procedures to borrowers, and handles difficult circulation problems and patrons.
- Liaises with appropriate departments and the Longhouse Building Manager regarding custodial services, building mechanical services, signage, building access, security systems, general facility maintenance and room bookings. Monitors the Xwi7xwa Library facility lost and found, furniture inventory and other general operational duties as required.
- Develops and maintains clear, accurate and current procedures manuals. Participates in developing policies and procedures. Updates and trains other library staff regarding new procedures and policies.
- Participates in the recruitment of student workers. Formally trains and supervises new staff and student workers on work procedures associated with circulation and collections maintenance. Supervises student workers and oversees work of new staff as it pertains to these areas. Ensures that accuracy and effective workflow is maintained. Monitors performance and provides feedback to Head for new staff and student workers.
- Prepares schedules to ensure branch and service coverage. Maintains sick leave and vacation records for all Xwi7xwa staff members. Works in liaison with FNHL SR Financial Specialist to submit payroll records and reconcile problems related to error in pay.
- Plans and supervises the maintenance of all stacks and study areas (e.g. shelf reading; book, furniture and shelving moves, signage, dusting of shelves, repair or removal of worn furniture, etc.).
- Provides project support for new initiatives. Supervises and participates in special projects such as collection moves, inventories, weeding and processing backlogs.
- Assures accuracy of holding and item level records. Follows through with additional processing as necessary. Is responsible for serial check-in and claiming missing issues and with Central Technical Services – Serials Division.
- Coordinates materials for binding or format migration and participates in preservation activities. Assesses worn materials and determines appropriate treatment. Performs basic repairs on site. Compiles monthly statistics for circulation, gate, donations and public services. Reviews the daily exception reports.
- Oversees and monitors the maintenance of library equipment including audio-visual equipment, photocopiers, computers, laptops, cameras, recorders, and computer peripherals, transcribers etc. Troubleshoots basic computer and printer/copier/scanner issues and liaises with UBC IT. Contacts support technicians and keeps records of any problems and service contracts required for repairs.
- Reconciles, deposits cash, and prepares daily floats. Files copies of financial records and maintains spreadsheets. Tracks and submits student hours. Advises staff on procedures for accounts and cash handling. Completes forms associated with expense claims.
- Monitors budget associated with student hiring, project work and special activities and prepares draft budget for review by Head. Prepares requisitions for review and approval by Head.
- Responsible for the ordering, stocking, and distribution of Library supplies.
- Participates in planning and delivery of Xwi7xwa Library and FNHL events, such as, community workshops, speaker series, exhibitions, graduation, and bibliographic instruction.
- Organizes tours, classroom instruction, and advanced reference appointments with librarians and student librarians. Conducts library tours for individuals, as well as, campus and external groups.
- Organizes and maintains inventory, and assists in the production of print and digital promotional as well as informational materials for Xwi7xwa events, services and instruction. May maintain sections of the branch website and UBC Library subject guides, may update Facebook site, other social media sites and in-house databases.
- Maintains the Xwi7xwa disaster preparedness kit, provides Healthy & Safety orientation to new staff and students and ensures healthy and safety of all students under supervision. Serves on Health and Safety committees – as required.
- Performs other duties related to the qualifications and requirements of the job.
Exercising Judgement / Impact of Decisions / Consequence of Error
Works independently under minimal supervision. Organizes and performs work in accordance with broadly established policy and procedure. Seeks direction when apparent solutions to problems are not within the intent of established practices.
Supervision Received
Trains and supervises between 5-10 student workers on collections maintenance and circulation work. Formally trains new staff on collections maintenance and circulation work.
Supervision Given
Reports to, receives direction from, and is supervised by the Head, Xwi7xwa Library or designate.
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.
- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own
- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion
Preferred Qualifications
Circulation experience is preferred. Experience working with First Nations/Aboriginal communities is strongly preferred. Knowledge of First Nations/Aboriginal histories, cultures and topics or equivalent academic credentials in a related discipline such as First Nations Studies is required. Demonstrated ability to supervise and train staff. Ability to plan and co-ordinate the work of staff to meet unit requirements. Ability to use word processing, spreadsheet and library database applications at an intermediate level. Working knowledge of various hardware and software (wordpress, LibGuides, html, social media) an asset. Ability to operate the normal range of office equipment, such as, calculators, photocopiers, and scanners, fax machines. Ability to communicate effectively verbally and in writing. Ability to deal with a diversity of people in a calm, courteous, and effective manner. Ability to work both independently and in a team environment. Ability to provide quality customer service in a courteous and calm manner. Ability to exercise tact and discretion. Ability to maintain a high standard of accuracy and attention to detail including spelling and numeracy. Ability to prioritize and work effectively under pressure to meet deadlines. Ability to analyze problems, identify key information and issues, and effectively resolve. Ability to effectively manage multiple tasks and priorities. Dedicated to cultivating an inclusive environment that recognizes barriers faced by people and encourages and incorporates contributions from diverse groups and individuals. Contributes to the Library’s sense of community and achievement of common goals through cooperation across units/groups and encouragement of equitable and balanced involvement in decision making. Promotes and fosters a supportive environment built on appreciation, recognition, learning and professional growth. Works to build a team environment built on positive working relationships, provides guidance and resources to teams while trusting them to excel. Creates a supportive and open environment where everyone is able to listen, contribute and engage with colleagues and ideas and provide and receive timely, constructive feedback. Creates an environment that embraces curiosity, ideas, creativity and innovation and provides opportunities and flexibility to explore new initiatives. Ability to lift up to 15 kgs of boxed materials. Ability to work evenings and weekends.
