Staff - Union Job Category CUPE 2950 Job Profile CUPE 2950 Salaried - Pub Svc Library Asst 3 (Gr7) Job Title Public Services & Collections Assistant (term) Department UBC Library | Koerner Library | Program Assistance Compensation Range $4,594.00 - $4,827.00 CAD Monthly Posting End Date November 7, 2025 Note: Applications will be accepted until 11:59 PM on the Posting End Date. Job End Date December 16, 2026 This posting is for a leave replacement, 12-month term position, with the possibility of extension based on operational needs and funding available. 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. Job Summary This position will primarily be located at Koerner Library but may work at other UBC Vancouver Library branches or units as required. Performs complex duties on the Information & Circulation desk. Also performs a wide range of collections management duties, including assisting with collections development, ordering print and electronic books and media, and assessing and processing gift materials. Organizational Status Works independently under the general supervision of the Manager, Koerner Library and the Public Service Supervisor. Works cooperatively with Koerner library assistants and librarians. Receives direction and functional supervision from Koerner Librarians in support of collections duties. May receive work assignments from other library specialists or librarians in the branch. Consults with other staff as necessary. Works in tandem and cooperatively with an accompanying Library Assistant to coordinate and supervise the work of evening junior Library Assistants and Library Student Assistants and to ensure building, user, and collection safety and security. Works directly with the public. Work Performed Circulation & Information Services Performs the full range of circulation duties, for example: charging, discharging and renewing materials; reinstating or suspending borrowers; adding and changing barcodes; tracing missing items; retrieving items held at the circulation desk for users and couriers; clearing the hold shelf; accepting payment for library fines and other services; answering general queries about invoices; approving the extension of reserve loans. Assists in the resolution of complex questions. Assesses and prioritizes advanced reference questions to librarians, AskAway or other resources or appropriate Library branches as required. Issues and renews all categories of library cards. Ascertains eligibility of applicant, verifies applicant’s identity according to institutional standards, matches applicant to an appropriate library card category, determines if payment is required, and creates or amends the patron’s library record. Responds to all library card and patron problems by resolving the issue or referring the patrons appropriately. Responds to student, faculty and staff library record issues by verifying status in the system of record. Operates the Information & Circulation Desk cash register and credit/debit machine. Accepts payments for library fines and other services, processes credit/debit card transactions and journal voucher payments, takes readings from cash register and debit machine, ensures receipts and print cards are deposited in the safe at closing and answers general queries about invoices. Works and takes initiatives to address gaps and improve the services of Koerner Library. Participates in the development and implementation of projects, policies and work methods. Performs opening and closing duties for Koerner Library, alone or with a colleague. Instructs patrons how to navigate the Library website, search the catalogue, interpret catalogue records, including serial holdings and circulation records, renew items, place and check status of document delivery (doc del) orders, submit hold requests, and order items through Interlibrary Loan (ILL) services. Identifies gaps and enforces Library policies and procedures including Circulation, Reserve, Media Bookings, Interlibrary Loans, Document Lending services and Room Bookings. Provides assistance and access to disabled users, couriers, and Building Operations personnel. Records reference statistics in current data tracking tool. Functions as the evening/weekend point of contact for staff working at other UBC Library branches who require circulation system assistance. Provides basic diagnosis and troubleshooting of circulation system problems and escalates problems to the Manager, Koerner Library and LibraryIT, as necessary. Assists patrons with using the Library’s physical and electronic collections, including microform and audio-visual equipment. Provides directional information, and basic reference services in person, by telephone, and email. Answers questions regarding general library policies and procedures including Reserve, and Interlibrary Loans and Document Lending services. Assists users accessing electronic resources. Verifies and approves OpenAthens accounts using UMA and troubleshoots online access issues. Assists patrons with copier/printer/scanners, Pay for Print and public workstations; ensures photocopiers and other equipment are maintained by performing duties such as adding toner, releasing paper jams, and ordering required supplies. Monitors security systems and building alarms. Deals with patrons who have activated the security gates at the Information & Circulation Desk; responds to all Library problems and/or emergencies (e.g., fire alarms, drills, or power outages, etc.) that may occur when working on shifts with reduced staffing; receives reports of thefts and incidents in the Library; contacts Plant Operations to deal with Trouble Calls; contacts Patrol and RCMP when required when dealing with difficult situations or building security problems; contacts 911 when dealing with health emergencies. Supports Koerner Library events and workshops by managing event bookings, registration, room set-up, audio-visual and equipment set-up, and troubleshooting, following established guidelines. Makes catering arrangements; reconciles and follows up on outstanding expenses for events. Books events for external groups and coordinates logistics. Attends events and functions, as required. Helps ensure the accuracy and placement of physical signage in Library spaces. Helps ensures that the public and staff spaces are clean and organized and that Koerner Library has appropriate supplies and resources. Reports any issues to the Manager, Koerner Library. Collections Performs complex and comprehensive duties for print and electronic collections including verifying bibliographic and holdings information, and searching for information on library databases, vendor platforms, publisher websites, and the Internet to support purchasing and retention decisions. Locates materials that are out of print and difficult to find and determines best purchase options. Fulfils requests for monographs and streaming media to support collection development and curriculum requests. Initiates orders for materials under the direction of librarians and in accordance with standard practices. Under general supervision from librarians, decides whether to re-order, repair or withdraw damaged materials. Provides support to librarians by composing documents, preparing and maintaining spreadsheets, and analyzing collections data to assist decision making, and responding to inquiries. Performs comprehensive duties related to gifts. Confirms bibliographic and holdings information for potential gifts. Supports the work of librarians in selecting which gifts to accept. Prepares selected items for cataloguing and sends them to the Cataloguing unit. Provides valuations for gift material, prepares standard forms for the Head, and assists with donor acknowledgement. Manages Koerner Library’s book sale program for unsolicited gifts. Promotes Koerner Library and its collections by creating displays. Coordinates displays for dates of special significance or specific events with librarians and staff. Identifies and reports cataloguing issues and snags to Cataloguing. Works with Cataloguing on special workflows and projects. Records and reports work statistics. Experience building productive relationships and working collegially with a diverse population of colleagues and/or users in keeping with the UBC Respectful Environment Statement Performs similar duties in other UBC Library units or branches, as assigned. Assists with special projects as required. Participates in Library operational working groups or committees as approved by the manager. Performs other duties related to the qualifications and requirements of the job. Consequence of Error/Judgement Work is performed in accordance with broadly established procedures and practices requiring initiative to plan and complete recurring assignments independently, and judgment to determine which of many methods are applicable in any situation. Makes difficult decisions based on best personal assessment of the situation at hand. Must exercise good judgement and diplomacy in responding to public service situations. There are a variety of tasks requiring ongoing prioritization and initiative to plan and complete independently. Refers unusual problems to the Manager, Koerner Library and to appropriate librarians. Errors in judgement and prioritization of work could result in negative client or public relations and reduced service to the public with serious, short-term consequences, generally requiring intervention by the Public Service Supervisor or Manager, Koerner Library to deal with repercussions. For collections-related work, there are a variety of job tasks requiring ongoing prioritization. Uses procedures established by Acquisitions and Cataloguing. Errors in searching and entering orders may cause staff, vendor and public service problems such as incorrect information, displays, unnecessary duplicate orders, delays and non-fulfilment of orders. Supervision Received Reports to the Manager, Koerner Library. Takes direction from Manager, Koerner Library. Works under the general direction of the Public Services Supervisor when assigned to the Koerner Information & Circulation desk. Works under the general direction of designated librarians when working on Collections. Carries out duties independently under minimal supervision. Accountable to the Head, Koerner Library. Supervision Given May explain work procedures to other staff. Oversees the work of student assistants when on evening and weekend duty, to ensure that tasks assigned by the Public Services Supervisor are completed. Reports unresolvable problems to the Public Services Supervisor. Minimum Qualifications High School graduation, plus two year Library Technician diploma, plus three 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 UBC Library serials experience an asset. Knowledge of the Library's online files and processing routines an asset. Good customer service skills. Good oral and written communication skills. Ability to type 40 w.p.m. and to operate the normal range of library equipment including microform readers and printers, data entry and word processing systems. Ability to maintain accuracy and attention to detail. Ability to lift up to 40 lbs., push loaded book trucks. Ability to handle intermediate periods of repetitive motion. Ability to work a five-day work week including evenings and weekends. Knowledge of one or more non-English languages (French, German, Italian or Spanish preferred) an asset. Knowledge and experience with on-line searching protocols and bibliographic records. Ability to effectively use Outlook, Excel, Word, internet browsers and library database applications at an intermediate level (experience with Voyager preferred). The University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities globally. A large part of what makes us unique is the community of engaged students, faculty, and staff who are collectively committed to shaping a better world. Recognized as a leading employer in British Columbia and Canada, UBC supports inspired students, faculty and staff on their journey of discovery, and challenges them to realize their greatest potential. New ideas, changing infrastructure, innovative technology, and fresh approaches are opening up possibilities for the future of research, teaching, and work. Are you ready to embrace the future together? 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, and/or Indigenous person. All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority. If you have any accommodation or accessibility needs during the job application process, please contact the Centre for Workplace Accessibility at workplace.accessibility@ubc.ca.
