Description
Collections within Libraries & Cultural Resources is currently seeking a Full-time Regular Collections Distribution Assistant.
Library Resource Management (Interlibrary Loan, Sorting & Distribution) is a team in Libraries and Cultural Resources (LCR). As a member of this team, the Distribution Assistant(s) report to the Manager, Collections and will have campus-wide impact. Activities include managing all physical materials at the Taylor Family Digital Library (TFDL), organizing and shelving all physical materials to ensure accessibility, and retrieving shelved items for a variety of distribution functions with a major focus on fulfilling hold and reserve requests. The position also participates in a variety of collections maintenance tasks.
Physically requires pulling and shelving books, loading and moving book trucks, book and mail bins, and includes walking or standing for extended periods. Volume and demand varies with peak periods occurring at term start dates and occasionally scheduled outside of normal operating hours to assist with building activities, and is completed with limited supervision.
Summary of Key Responsibilities (job functions include but are not limited to):
- Process physical materials from incoming mail bins, including branch and High Density Library (HDL) deliveries, using the Alma/Primo integrated library system and Lyngsoe automated book return/sorter.
- Organize physical materials for re-shelving using ergo carts.
- Identify problem books, RFID, spine label or damage issues and route as needed.
- Troubleshoot day-to-day problems with Lyngsoe booksorter, contact Library IT support as needed.
- Organizing and shelving all physical library materials on a day-to-day basis including maintaining the floors and work area in a neat and organized manner.
- Retrieve material from TFDL stacks, to fulfill various distribution needs, and collaborate with team members to ensure work results in maintaining a high level of patron satisfaction.
- Troubleshoot issues with the physical collections including RFID tags, missing, lost, and claimed returned including the monitoring of email accounts and ticketing system (LibAnswers) for tickets.
- Provide directional and general support to patrons within the stacks assisting them to locate needed materials and refers to other appropriate assistance as needed.
- Regular monitoring of pick lists (Alma) to retrieve physical materials requested by students, faculty, research staff, and associate organizations.
- Responsible for processing materials for distribution to patrons and across LCR.
- Responsible for the patron holds process (~20,000 requests/year) using Alma/Primo integrated library system.
- Run and export reports/picklists for retrieval of materials, resolve system issues, processing materials and communicating with requesters as needed.
- Scan in retrieved items, monitor print and requestor information slips, match and organize books, and distribute to appropriate pickup locations.
- Process physical materials from holds for reserve processes.
- Use system reports (Alma) to identify scanning requirements. Scan physical materials using scanners (Cafe Pro, Ricoh), then link the scanned document into the reserves module (Alma Leganto).
- Process Reserves materials into Reserve Kiosks using Alma and Kiosk systems.
- Direct student assistants on retrieval and shelving tasks as needed.
- Assist with the filling of requests for Inter-library Loan and Document Delivery Unit functions, including retrieval.
- Assist with mail processes as needed using the appropriate mail software and physical processes.
- Conduct collection maintenance to ensure physical collections are in good condition, available and accessible.
- Assist in collections maintenance projects as directed by Collections librarians or managers. This includes training student assistants, consulting to ensure workflows and procedures are effective, and troubleshoot any issues.
- Assist in conducting inventories, shifting physical materials, and other collection management activities.
- Performing general maintenance within the TFDL physical collection including shifting materials and transfer to the HDL, spine label printing, and transferring to Collections managers for review to replace or repair.
- Working with Collections managers, transferring physical materials between LCR locations (e.g., TFDL to the HDL).
- Working in the Alma/Primo library system to create or modify item level metadata in the Alma Library system for collections projects or collection transfers.
- Provide occasional assistance to facilities section of the Facilities, Infrastructure and Technology unit.
Qualifications / Requirements:
- Minimum Grade 12 Diploma with 4 -5 years experience working with collection distribution and the provision of library and information service preferably in an academic setting, or an equivalent combination of education and experience.
- Technically proficient to work with integrated library software systems (Alma/Primo), office management software (Outlook, Excel, Word, Office 365), with ticketing systems (LibAnswers), and other communication platforms.
- Mental focus and close attention to detail are required to ensure accuracy.
- Physical strength and stamina to perform moderate manual labour, must be able to handle light to moderate lifting (up to 30 pounds) and pushing of loads (up to 100 pounds). Physically this is mostly books, book and mail trucks and bins of various sizes.
- Must be able to work collaboratively with a small team and work independently with minimal supervision to complete assigned tasks while also demonstrating initiative when working alone.
- Strong written and verbal communication and customer service skills.
- A working knowledge of the Library collection and its organization are significant assets.
- Facilities and security experience are an asset.
Application Deadline: April 1, 2025
We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.
This position is part of the AUPE bargaining unit, and falls under the Operational/Admin Job Family, Phase 2.
For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website.
About the University of Calgary
UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit ucalgary.ca.
The University of Calgary has launched an institution-wide Indigenous Strategy committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.
As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Institutional Commitments (equity@ucalgary.ca) and requests for accommodations can be sent to Human Resources (hrhire@ucalgary.ca).
Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role.
We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.
