Circulation and Program Support Assistant (Evenings & Weekends)

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Job Profile

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Posting End Date

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.

Job Summary
This is a shared position between the Music, Art, and Architecture Library (50%) and Chapman Learning Commons (CLC) (50%), which are co-located in the Irving K. Barber Learning Centre. Both parts of the role include providing basic to moderately complex circulation, information and reference services. On the MAA side, the role participates in collections maintenance and patron services. At the Chapman Learning Commons help desk, the role oversees the work of student assistants answering questions and circulating equipment, assists with room booking requests, and supports of students providing peer programming on evenings and weekends. Works the closing and weekend shifts on a Thursday to Monday rotation.

Organizational Status
Works under the direction of the MAA Library Manager for MAA work, and the Learning Services Librarian for Chapman Learning Commons Help Desk support, the MAA Library Manager and Learning Services Librarian work together to ensure smooth and clear communication and support. Maintains close working relationships with staff and librarians in the MAA Library, the Chapman Learning Commons (CLC), ASRS/PARC, other UBC Library branches/units, and the public. Assists in overseeing student assistants on evenings and weekends.

Work Performed

• Acts as an initial resource person by performing duties such as providing information to patrons, responding to inquiries and complaints, and resolving disputes for both the MAA and the Chapman Learning Commons Help desks.
• Assists in the resolution of moderately complex problems in the areas of circulation, reserves, stack maintenance, and reference for both units.
• Works at the MAA Circulation Desk and supports the Chapman Learning Commons Help Desk providing services including charging, discharging and renewals. For Chapman Learning Commons the position will: monitor the work of students, help support them to check returned materials for damage and completeness; assist patrons in completing processes related to equipment lending, and other activities related to access. Staffs the Chapman Learning Commons Help Desk for the closing shift and closes the desk securely. For MAA the assistant will: place holds, traces, recalls, and rush cataloguing requests. Accept and process cash and debit/credit payments for library products and fines. Verify floats and operates the cash register and debit machine. Processes refunds. Clear hold shelf of expired requests.
• Answers directional, policy and general information questions regarding library services and library holdings in person, by telephone and by email. Explains and enforces library policies and procedures. Interprets patron and/or circulation records. Demonstrates how to navigate UBC Library catalogue and website. Directs patrons to known resources to meet information needs and provides appropriate referrals. Locates books, journal articles, and other materials, verifies and completes bibliographic citations, and finds potential interlibrary lenders. Assists with basic printing, room booking, equipment and software questions. Refers complex questions and all fine reductions, cancellations or increases to senior library assistants.
• Troubleshoots equipment and software problems in MAA and the Learning Commons including desktop computers and printers. Liaises with Library IT, UBC IT and Library facilities to resolve problems.
• Provides basic to moderately complex reference assistance to patrons when the MAA Reference Desk is closed. 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 demonstrating how to search for needed information in a range of formats. Refers complex questions to appropriate librarian.
• Checks regularly to ensure photocopiers, public printers, and scanners in the division are in good working order. Provides assistance with printing, copying and scanning-including, assisting patrons with Pay for Print issues, problem cards, refund situations, and any questions pertaining to print, copy and scanning functions. Performs basic maintenance and troubleshooting of photocopiers and printers. Reports maintenance issues to service technicians or appropriate library staff.
• Performs other duties related to the qualifications and requirements of the job.

SPECIFIC TO MAA

• Monitors security gates and building alarms. Provides assistance or access to disabled users, couriers, building operations and campus security. Closes the library. Jointly responsible for safety and security of library occupants and facilities on evenings and weekends. Receives reports of thefts and incidents in the Library and directs these to Campus Security. Contacts Plant Operations to deal with Trouble Calls. Contacts Campus Security when dealing with serious patron or building security problems.
• Responsible for ensuring timely ASRS retrievals, evenings and weekends, and during exceptional circumstances.
• Collects, sorts, shelves, shelf reads, arranges, moves and straightens stack materials. Processes traces and searches prepared lists of materials.
• Oversees the work of student assistants as it relates to stack maintenance on evenings and weekends.
• Accesses online bibliographic records and using the appropriate program generates spine labels for catalogued, and, as required, uncatalogued materials. Using techniques approved by the Preservation Office, removes old spine labels and applies new labels to materials as required.

SPECIFIC TO CLC

• Acts as back up for monitoring the room bookings, fines, and CLC Help Desk email, and responds to enquiries via telephone, email and in person.
• Assists with cataloguing and maintenance requests of equipment lending pool with over 90 pieces of equipment. Assists with inventory and ensures that the online database listing of equipment is accurate. Keeps track of damages and follows up with patrons as needed in coordination with the Learning Services Librarian.
• Assists in the collection, input, maintenance, organization and reporting of data and statistics from a variety of sources regarding the use of and response to Chapman Learning Commons programs and services to support assessment, program analysis and decision-making.
• Provides back up support for IKBLC event and room bookings, registration and room set-up following established guidelines and in consultation with the IKBLC directory.
• Makes recommendations regarding service policies, participates in the development of projects and procedures, established priorities, schedules special projects and implements new or changed procedures.
• Submits facility repairs and custodial requests for the Chapman Learning Commons when needed.
• Orders office supplies for the Learning Commons.
  

Consequence of Error/Judgement
Work is monitored to ensure adherence to established work policies. Tasks are clearly defined and unusual problems are referred to the MAA Manager or Learning Services Librarian as appropriate. Organization and prioritization of work to accomplish goals is expected. Independent action is sometimes required during evening and weekend shifts, but work is usually performed according to established policies and procedures. Consequences of inappropriate judgement are adverse patron relations requiring the intervention by the Manager to deal with repercussions. Error of judgment in emergencies could result in delays or an escalation of the situation. Failure to secure the library could leave the building, the collection and its users vulnerable.

Supervision Received
Position is accountable to the Manager of the Music, Art and Architecture Library and the Learning Services Librarian. Works independently with minimal supervision on evenings and weekends. Receives guidance and functional supervision from the ASRS & PARC Operations Manager for ASRS related duties. Performance reviews conducted by the MAA Manager and the Learning Services Librarian.

Supervision Given
Oversees the work of student staff for either the Music Art and Architecture Library or the Chapman Learning Commons on evenings and weekends.

Minimum Qualifications
High school graduation, plus two-year Library Technician diploma, plus two years of related work experience or an equivalent combination of education and experience. Knowledge of library policies, procedures and circulation services. Ability to understand bibliographic records and to use on-line searching protocols. Ability to interpret and apply library policies with consistency. Must be able to type 40 wpm and to operate the normal range of library equipment. Ability to use word processing, spreadsheet, library database applications at an intermediate level. (Word, Excel, Outlook, Voyager (ILS) systems preferred). Effective oral and written communication. Ability to recognize, respect and work effectively with individuals and groups with diverse perspectives and backgrounds. Takes initiative in learning about language and issues relating to equity and diversity. Ability to develop and maintain cooperative and productive working relationships and engage in workplace culture. Ability to recognize and appreciate the contributions of colleagues. Committed to demonstrating respect to colleagues at every level by trusting in their abilities and knowledge to perform their roles and earning respect through meeting commitments. Models and demonstrates good communication through active listening and appreciative inquiry and open to providing and receiving timely, constructive feedback. Listens to, encourages and expresses creative and innovative ideas. Open to experiment and improvise with new ways of approaching processes, tasks or problems. Ability to provide quality service to customers in a courteous, patient manner. Ability to maintain accuracy and attention to detail. Ability to prioritize and work effectively under pressure to meet deadlines. Ability to exercise sound judgement and tact. Ability to work both independently and within a team environment. Ability to follow and carry out instructions. Ability to sort and file accurately. Ability to lift up to 50 lbs of boxed materials and to push fully loaded book trucks. Ability to work the closing and weekend shifts in a Friday to Tuesday rotation.

- 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