Gallery Attendant & Exhibitions Assistant

Staff - Union

Job Category
CUPE 2950

Job Profile
CUPE 2950 Salaried - Pub Svc Library Asst 3 (Gr6)

Job Title
Gallery Attendant & Exhibitions Assistant

Department
UBC Library I Rare Books and Special Collections

Compensation Range
$4,319.00 - $4,540.00 CAD Monthly

Posting End Date
March 18, 2024

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

Job End Date

This position is in-person at UBC Vancouver Point Grey Campus, located in IKBLC.

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 Gallery Attendant & Exhibitions Assistant oversees and cares for the Chung/Lind gallery space during operating hours, proactively responds to visitor needs, and contributes to the creation of sophisticated and multifaceted exhibitions using archival and library materials at RBSC. Creates and disseminates publications, public programming, and outreach. Under the supervision of RBSC professional staff, oversees the gallery’s permanent collection. Creates, updates and coordinates with Library Communications to prepare and disseminate materials for digital platforms, and press. Inventories materials and upkeeps schedules to ensure ongoing preservation and security of gallery materials. Provides public service at the Chung/Lind gallery front desk. Provides conservation and preservations services for the Chung/Lind archival and library collections, and materials for temporary exhibitions.  Responsible for public exhibition spaces and ensures intellectual and physical control over archival and library materials in public exhibition spaces. Assists with the planning and execution of temporary exhibitions within the Chung/Lind gallery, RBSC, UBC Library, and with partner organizations.
Working Relationships
Works independently under minimal supervision and under the general direction of the RBSC Archivist/Librarian and Head, RBSC. Receives work instructions from RBSC Senior Library Assistant and the RBSC Librarian/Archivist as workload permits. Independent action may be required during Archivist and Senior Library Assistant’s absence with decision based on broadly established policies and procedures. The incumbent is required to have initiative to plan and complete recurring assignments independently, and provide judgement to determine which of many methods are applicable in any given situation.
Work Performed
Duties:

• Performs quality control, investigates, and resolves/responds to complex problems for archival and library materials present in the Chung/Lind gallery permanent collection
• Maintains an up-to-date inventory of gallery materials and contributes to planning for their long-term accessibility and preservation.
• Oversees the calendar of the gallery space for programs and events, including guided tours of facilities for class visits and public groups. Liaise with RBSC Senior Library Assistant and RBSC Archivist/Librarian to avoid conflict in gallery schedule. Investigate and resolve scheduling conflicts as needed. Collaborates with RBSC staff in the development of programs and events.
• Identifies, assess and performs preservation activities for archival materials and identifies items in need of special treatment or reformatting. Sorting, shelving, moving and straightening RBSC materials and Chung/Lind gallery materials on display.
• Supports the development of public exhibitions by researching and suggesting appropriate images from the photographic collection and other archival and library materials. Maintains public exhibition spaces. Assists with the execution and planning of exhibitions, including maintaining physical and intellectual control over collection materials, and assisting with preparing materials for display in gallery/exhibition settings.
• Executes RBSC security protocols and monitors patrons in the Chung/Lind gallery and other exhibition spaces; reports security concerns to UBC Security and follows up with Head, RBSC. Monitors security systems and building alarms.  Responds to all Library problems and/or emergencies (e.g., fire alarms, drills, or power outages, etc.) that may occur when working as the sole or as one of two evening and weekend staff members; receives reports of thefts and incidents in the Library; contacts Plant Operations and Library Facilities to deal with Trouble Calls; contacts Patrol and RCMP when required when dealing with difficult patron behaviours or building security problems; contacts 911 when dealing with health emergencies.
• Responsible for visitor services, including leading guided tours, answering in-depth questions on Chung/Lind gallery materials and related collections at RBSC. Provides assistance or access to disabled users, couriers, and plant operations personnel. Responsible for opening and closing the Chung/Lind gallery.
• Main point of contact for library users over the telephone and in person at the visitor desk by providing directional information and orienting them to the various online catalogues and print finding aids. Refers reference questions to the professional staff as required.
• Liaises with UBC Library branches/departments (Technical Services, Digital Initiatives, Marketing and Communications, Development, Facilities) on various tours, events and projects.
• Creates and edits documents including gallery newsletter, related publications, outreach materials, and pertinent information on exhibitions and gallery programs.
• Maintains information on digital platforms and databases, including content creation and editing.
• Performs other duties related to the qualifications, including special projects and acts as a backs-up to other library assistants as required.
   

Consequence of Error/Judgement
Works independently in a team environment under minimal supervision. Participates in strategic planning of gallery as academic outreach and community engagement space. Applies established guidelines and procedures in establishing priorities and carrying tasks through to completion. Carries out familiar phases of the work independently under general supervision.  Resolves problems by choosing within defined standards, information and procedures.  Refers complex or unusual problems to senior staff.  Work is monitored to ensure adherence to established work procedures and the accomplishment of work goals.  Consequence of error could lead to short term reduction of service to the public, adverse client relations, damage/deterioration/loss of rare materials and/or time spent by senior staff correcting the error.  Work is subject to checking by the RBSC Archivist/Librarian and the Senior Library Assistant.
Supervision Received
Reports to the RBSC Archivist/Librarian and receives work directions from the Head, RBSC, RBSC Archivist/Librarian and RBSC Senior Library Assistant.
Supervision Given
No direct supervision given but may provide assistance or explain work procedures to employees in areas of specialty or when requested.

Working Conditions:
The Chung/Lind Gallery and the Rare Books and Special Collections library are unique environments that present some safety risks requiring appropriate training and procedures to avoid staff injury.

• The Chung/Lind gallery is a temperature and humidity controlled exhibition space, and the Rare Books and Special Collections materials are in a staff-only, temperature and humidity controlled vault. The vault is maintained at 60° F and 40% relative humidity, requiring warm clothing to work there any length of time to avoid possible cold­ muscle injury.
• The vault stacks are manual rolling stacks so appropriate footwear must be worn to avoid foot injury and appropriate technique must be used to avoid injury while moving stacks. Stacks are 10' high, requiring regular use of rolling stepladders to reach higher shelves. Risk of falling is present if body positioning is incorrect.
• The ASRS system requires lifting of manuscript boxes up to 50lbs into and out of metal bins and onto/off carts. The operator must perform these tasks while on a small, raised platform. Proper body positioning is essential to avoid back injury and falls, and upper body strength is required to lift these boxes. Operators of the ASRS system are interacting with machinery and must take care to follow proper safety procedures

Minimum Qualifications
High school graduation plus a minimum of two years of related experience or an equivalent combination of education and experience. Experience handling rare books, special collections, archival materials and knowledge of archival practices preferred. Knowledge of UBC Library policies, procedures and integrated library systems. Knowledge and experience with computers, scanning software and hardware. Ability to effectively use e-mail, word processing, spreadsheet, and integrated library systems applications at an advanced level (MS Office, Acrobat and Voyager preferred). Ability to communicate effectively verbally and in writing. Ability to effectively manage multiple tasks and priorities. Ability to provide quality service to customers in a courteous, patient manner. Ability to develop and maintain cooperative and productive working relationships. Ability to maintain accuracy and attention to detail. Ability to operate the normal range of office, and library equipment, and audio-visual playback equipment. Ability to prioritize and work effectively under pressure to meet deadlines. Ability to work independently and within a team environment. Ability to lift and move up to 20 kgs of boxed materials and equipment. Ability to climb 5' rolling ladders and push fully loaded book trucks. Ability to handle fragile and rare materials in the appropriate manner. Ability to work a five day work week. Will be required to work evenings, and weekends. Ability to recognize, respect and work effectively with individuals and groups with diverse perspectives and backgrounds. Takes initiative in learning about  issues relating to equity and diversity. Preferred qualification for written and spoken fluency in Mandarin, Cantonese, or another Asian language.
- 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