Collection Maintenance Coordinator & Circulation Assistant

Coordinates the work flow and oversees all aspects of work relating to the maintenance of the stacks in good order. Performs online holdings and item file maintenance as required. Works at the Circulation Desk providing circulation and information services to users. Interviews, hires, trains, and supervises student assistants and oversees the work of MAA library assistants in duties related to stack maintenance. Reviews and submits student payroll records on Workday. Assists the MAA Manager in the development and implementation of new work methods and procedures. Provides access to the Automated Storage and Retrieval System (ASRS) on evenings and weekends.

WORKING RELATIONSHIPS/ORGANIZATIONAL STATUS:

Works under the direction of the MAA Manager. Assists in establishing and implementing new policies and procedures. Has frequent opportunity for independent action, within limits of established guidelines. Works with other staff and librarians in the MAA Library, the Learning Commons (CLC), ASRS/PARC, and other UBC Library branches/units and the public. Hires, trains, and supervises student assistants.

DUTIES:

1. Oversees the daily operation and maintenance of the MAA Library Stacks. Directs and co-ordinates the projects relating to re-shelving of books and maintenance of book stacks and audio visual materials.

2. Makes recommendations regarding branch policies, participates in development of projects and procedures, established priorities, schedules special projects and implements new or changed procedures.

3. Trains library staff and student assistants in shelving, shelf reading and general book stack maintenance and oversees the work. Coordinates with the MAA Manager in the scheduling of staff for book stack assignments.

4. In consultation with the MAA Manager, interviews, hires, trains and supervises student assistants. Provides complex oversight, such as planning student assistant work schedules and determining staffing requirements.

5. Maintains student assistant records. Reviews and submits payroll for student assistants using Workday. Deals with problems relating to errors in pay, consulting with the Library Human Resources clerk when required.

6. Provides basic to moderately complex reference assistance to patrons at a service point. 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 known items in a range of formats. Refers complex questions to appropriate subject librarian.

7. Participates in UBC Library's online chat reference service as assigned.

8. 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 for library products and fines. Verifies floats and operates the cash register and debit machine. Processes refunds. Clears hold shelf of expired requests.

9. Answers directional, policy and general information queries regarding library holdings in person, by telephone and by email. Responds to inquiries and resolves problems relating to the stacks that cannot be resolved by other staff. Explains and enforces library policies and procedures. Interprets patron and/or circulation records. Refers complex circulation questions to the Senior Library Assistant. Refers all fine reductions, cancellations or increases to the MAA Overdues Assistant.

10. Monitors security gates and building alarms. Provides assistance or access to disabled users, couriers, Building Operations, and campus security. Receives reports and responds to thefts and incidents in the library. Deals with all problems and/or emergencies that may occur when working as the sole or as one of two permanent staff members during evenings and weekends. Opens and closes the library.

11. Maintains online and hardcopy records and statistics for current stacks maintenance, including shelving, shelf reading, stacks tidying, stacks cleaning, and book moves. Keeps online records and statistics for archived stacks maintenance.

12. Plans, co-ordinates, and oversees book moves as required.

13. Works with PARC/ASRS manager to ensures the transfer of materials to storage as required and ensures that online records for storage are maintained accurately. Assesses, organizes and processes MAA Library items for loading into the ASRS which includes assessing condition of item, marking, sizing and sorting.

14. Responsible for ensuring timely and accurate services by retrieving and storing items in the ASRS, evenings, weekends and during exceptional circumstances.

15. Maintains the item records of transferred materials to the MAA stacks. Accesses online items records and using procedural guidelines, determines the appropriate action, edits/modifies fields, re-sequences hierarchies and saves the changes.

16. Checks regularly to ensure photocopiers, public printers and scanners in the division are in good working order. Contacts vendors and Library Systems for service whenever necessary. Serves as liaison with the vendors and Library Systems staff on matters relating to photocopiers, public printers and scanners.

17. Provides training to staff and student assistants on the basic operation and troubleshooting of copiers and public printers.

18. Contacts Building Operations and UBC Library Facilities for service as necessary.

19. Serves as the Library Safety Team representative for MAA Library Circulation.

20. Participates in project work and performs other duties related to the qualifications and requirements of the job.

EXERCISING JUDGEMENT/CONSEQUENCES OF ERROR:

Work is performed in accordance with established procedures and accepted practices involving freedom to select which methods are applicable in any given situation. Organization of work to accomplish goals is expected. Errors would cause inconvenience to both staff and patrons. Consequence of error would affect the quality of library service to the university community. Unusual problems are referred to the MAA Manager or Senior Library Assistant.

SUPERVISION RECEIVED:

Reports to the MAA Manager. 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 MAA Library Manager.

SUPERVISION GIVEN:

Hires, trains and supervises student assistants. Formally trains new staff on collection maintenance work procedures, and oversees the collection maintenance work of students and library assistants

MINIMUM QUALIFICATIONS:

High School graduation. Library Technician diploma plus 3 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:

Experience hiring, training and supervising students. Ability to use Microsoft Office and Integrated Library System (Voyager) at an intermediate level. Ability to accurately balance cash and resolve discrepancies. Knowledge of library policies and procedures. Knowledge of stack maintenance and circulation services. Ability to understand bibliographic records and to use online searching protocols. Ability to interpret and apply library policies and procedures with consistency. Ability to communicate effectively verbally and in writing. Must be able to type 40 wpm and to operate the normal range of library equipment. Ability to develop and maintain cooperative and productive working relationships. Ability to provide quality service to a diversity of customers in a courteous, patient and respectful manner. Ability to maintain accuracy and attention to detail. Ability to prioritize work and to meet deadlines. Ability to exercise tact and discretion. Ability to exercise sound judgement. Ability to work independently and within a team environment. Ability to explain, assign and oversee work. Ability to work evenings and weekends. Ability to lift up to 50 lbs of boxed materials and to push fully loaded book trucks.