Centre for Scholarly Communication Coordinator

Staff - Union

Job Category
BCGEU Okanagan Support Staff

Job Profile
BCGEU OK Hourly - Support Services Coordinator I

Job Title
Centre for Scholarly Communication Coordinator

Department
Center for Scholarly Communication | Library Services

Compensation Range
$33.30 - $38.17 CAD Hourly

Posting End Date
April 22, 2024

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date

May 13, 2025

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

The Centre for Scholarly Communication (CSC) Coordinator facilitates the daily functions and operations of the CSC team. The incumbent provides leadership, advice and direction to this diverse and dynamic team, coordinates team meetings and team communications, and develops new procedures as necessary – all with an eye to enhance equity, diversity, and inclusion (EDI) for the team and the populations the CSC serves.  EDI principles are continually kept in focus when coordinating the team’s needs for training, resources and scheduling.  The Coordinator is responsible for communicating the work of the CSC (via the website, ticketing system, email, etc.) with the UBC Okanagan Campus Community, Library and other Coordinators.  The role takes a broad view of researchers’ needs and ensures collaboration and coordination with campus departments, especially CSC partners like Office of Research Services and Advanced Research Computing, and other branch libraries of UBC, particularly the Research Commons. The Coordinator also participates in and develops resources to support Library team events such as staff meetings, training sessions and skill-building events and offers support to students through the Thesis Formatting Service.
Organizational Status
This position reports to the Senior Manager, Writing & Language Learning Services and works with the Manager, Planning and Operations, as well as other members of the UBC Okanagan campus Library staff and the public.

Work Performed

1. Responsible for the coordination of service activities:
- Acts as the first point on contact for the Centre for Scholarly Communication and creates a positive and welcoming customer service environment for all users both in-person and onling by upholding principles of equity, diversity and inclusion.
- Responds to walk-in, phone and email inquiries, triaging inquiries to appropriate services as appropriate and escalates issues that require immediate supervisory attention.
- Provides advice and guidance to staff, faculty and library users on library services and resources as it relates to their Scholarly Communication needs (i.e. thesis formatting, copyright, and grant applications).
- Serves as the point of contact for user issues with policies (e.g.: CSC policies, appointment booking policies, referral policies etc.).
- Coordinates and may assist with operational activities in CSC. For example, answers user questions and refers to appropriate resources, opens and closes library facilities as necessary.
- Coordinates work schedules for student staff in accordance with the BCGEU Collective Agreement in order to keep the Library and service points staffed with the number of students and the appropriate skill levels needed during all opening hours throughout the year.
- Prepares timesheets for approval.
- Provides training to student staff using approved training materials developed by the Senior Manager, Writing & Language Learning Services.
- Assists with updating and maintaining training materials as required.
- Coordinates and leads projects (e.g.: directories, environmental scans, space reconfiguration etc.).
- Oversees and coordinates the testing and implementation of upgrades to library systems and services as necessary.
- Assists librarians, managers, or other staff with: orientation or training sessions, and prepares support or instructional materials for students and faculty as directed. May present approved materials during sessions, and respond to user questions, referring where appropriate.

2. Responsible for the coordination of administrative activities:
- Ensures appropriate maintenance of technology used in service areas (eg. Laptops, and iPads), and recommends new and replacement items for purchase when appropriate.
- Coordinates and may assist with procedures associated with the collection of cash (e.g. service fees) at Library service points, and accepting payments, processing debit/credit card transactions.
- May work with UBC financial systems, backing up purchase order processes and reconciling purchase cards.
- Compiling statistics and generating reports as directed.
- Maintains procedure manuals for Library activities
- Updates and maintains clear file systems, documentation and databases, while respecting user privacy and confidentiality.

3. Supports Library communications activities by:
- Creates and uploads approved materials to Library website and social media sites.
- Researches, writes, edits, proofreads, collects content and prepares reports, articles announcements, promotional literature and educational materials.
- Designs and produces effective and visually appealing communication materials.
- Provides support for Library events as required.

4. Under the guidance of the supervisor:
- Participates in the analysis, problem solving and decision making associated with department-wide procedures and/or workflows.
- Assists with the development of short and long-range goals within the context of library priorities and the strategic plan.
- Identifies changing circumstances that may require the review and revision of current library policies and practices.
- Act as backup for other Library Coordinators.

5. Performs other related duties as required.
 

Consequence of Error/Judgement
The incumbent must be able to make sound decisions regarding coordination of activities which enable library users to access services and resources. An error in judgement may have a negative impact on a user s ability to receive the assistance at service points needed to complete his or her assignments in a timely manner. Supervisory staff would be involved when dealing with repercussions of such an error. The incumbent also ensures that staff/students are providing high quality customer service. An error in judgement could affect the reputation of the Library.

Supervision Received

Reports to the Senior Manager, Writing & Language Learning Services.
Supervision Given

This position schedules 3 student staff and may provide training to new student staff using established training materials. This position will provide input to hiring, performance evaluations, and short-term staffing requirements.
Minimum Qualifications

- A minimum of two (2) years of post-secondary education is required. A minimum of five (5) years experience in a post-secondary environment which includes a minimum of two years of progressive leadership experience; and/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
- Advanced knowledge level of MS Office software that includes word processing, spreadsheet, database applications, electronic mail and scheduling/calendaring applications.
- Effective oral and written communication with accuracy and attention to detail.
- Knowledge of library and/or writing centre policies, procedures, and systems as well as academic culture.
 

Preferred Qualifications

- Completion of 4 years post-secondary education, preferred.
- Demonstrated ability in working with cross-functional teams.
- Experience in working in various areas within a library or writing centre is an asset.
- High quality customer service skills grounded in EDI (Equity, Diversity and Inclusion) principles.
- Experience in using desktop publishing software as well as the WordPress Content Management System.
- Ability to operate a normal range of office equipment.
- Ability to exercise tact and discretion when handling sensitive and/or confidential matters.
- Strong interpersonal and organizational skills.
- Ability to multi-task and prioritize.
- Ability to plan and complete projects.
- Demonstrated ability to work under pressure and to meet deadlines while being courteous and helpful.
- Ability to work both independently and within a team environment.
- Ability to lead meetings.
- Experience working with website maintenance and drafting informational and promotional materials for distribution.
- Ability to work flexible hours, including evenings and weekends.