Senior Circulation Assistant and Reference Assistant

Staff - Union

Job Category
CUPE 2950

Job Profile
CUPE 2950 Salaried - Pub Svc Library Asst 4 (Gr7)

Job Title
Senior Circulation Assistant and Reference Assistant

Department
UBC Library I Law Library

Compensation Range
$4,460.00 - $4,686.00 CAD Monthly

Posting End Date
March 20, 2024

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

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
Responsible for the daily operation of the Law Library’s Circulation Services and for the Reference Room collections. Performs complex reference services in person, by phone, by email, and online. Assists with collections maintenance projects.
Organizational Status
Works under the general direction of the Head, Law Library or the Head’s designate. Provides guidance and direction to all Law Library staff with responsibilities associated with Circulation Services, and Reference Room activities. Annual performance reviews are conducted by the Head, or the Head’s designate.
Work Performed
1. Provides complex reference services to users at a Law Library service point. This includes:

• Conducting reference interviews and assessing user needs
• Demonstrating use of catalogue systems
• Assisting users to locate library materials by performing searches in multiple databases
• Verifying and completing bibliographic citations
• Providing information on library resources and locations and instructing library users on how to use resources
• Assisting with AskAway reference service.
   

Refers inquiries to librarians as appropriate and serves as a backup to librarians for reference services as needed.
2. Oversees the daily operation of the Law Library’s Circulation Services and Reference Room collections. Provides training to Library Assistants and Student Assistants regarding Circulation Services, including ongoing guidance and direction on policies and procedures. Participates in the recruitment and selection of Library Assistants and Student Assistants.
3. In collaboration with the Head, develops and implement, innovative Circulation Services procedures, practices, and standards. Maintains up-to-date procedures manuals for Circulation Services.
4. Prepares the monthly staffing schedule based on the Law Library’s hours, service demands, and staff availability for approval by the Head. Routinely makes scheduling adjustments as required.
5. Prepares the weekly Circulation Desk schedule for Library Assistants and Student Assistants.

6. Observes performance of Library Assistants regarding Circulation Services and provides feedback to the Head for annual performance planning. Informs Head of personnel issues as they arise.

7. Performs various financial functions including staff overtime and shift differential payroll submissions for approval.

8. Handles fines appeals, claims-returned, fine reductions or cancellations, and complex overdues questions according to Library policies. Consults with Central Borrower Services as required and maintains overdues appeals files. Informs Head of problems or exceptions as necessary.

9. Answers directional, policy and general information queries in person, by telephone and by written or electronic messaging. Explains and enforces library policies and procedures.

10. Reviews exception reports for item transactions and reports anomalies to the Head as necessary.

11. Interviews, recruits, trains, schedules, and supervises Student Assistants. Completes and maintains required personnel and payroll records for Student Assistants. Determines, coordinates and evaluates workflow priorities for Student Assistants. Monitors and evaluates Student Assistants’ performance and takes appropriate action if and keeps Head informed of any ongoing issues.

12. Assists the Head in preparing the student budget and tracking expenditures. Approves student employee hours in Workday. Deals with problems relating to errors in pay and resolves complex problems in collaboration with the Head.

13. Provides training and regular updates to Library employees, including Student Assistants, on WorkSafe BC and UBC Library health and safety rules and regulations. Ensures health and safety manuals and forms are current. Ensures first aid kit is stocked appropriately and orders more supplies as necessary.

14. Performs monthly workplace safety inspections. Reports safety concerns to Head and Library Facilities manager or others, as required. Serves on the Joint Occupational Health & Safety Committee.

15. Assists the Head in liaising with appropriate departments regarding general problems with the building and ongoing maintenance, such as cleaning, replacement of light bulbs, HVAC malfunctions, repair of security gate, etc. Participates in planning for new uses of library space. Keeps the Head apprised of issues or problems regarding the Law Library’s space.

16. Performs all circulation procedures, including charging and discharging, adding/changing barcodes, changing addresses, renewals, traces, storage reserve, various document delivery services, and opening and closing routines of the Circulation Desk. Clears hold shelf of expired requests. Processes refunds.

17. Receives and reviews queries regarding overdues policy and procedures. Investigates, evaluates and resolves complex overdues and appeals matters. Drafts overdue communications and notifies library user of appeal results. Adjusts online records as necessary.

18. Oversees shelving arrangements and maintains the Law Library’s print collections. In collaboration with the Head, assists in the coordination of weeding, and collections shifting projects.

19. Gathers, records, compiles, and reports statistics regarding the Law Library’s Circulation Services.

20. Makes recommendations to the Head regarding Law Library policies, and participates in the development of projects and procedures. Interprets and ensures compliance with policies, and procedures regarding Circulation Services. Responds to inquiries, problems and disputes and resolves problems relating to Circulation Services.

21. Responsible for cash receipts, cash float, and cash deposits related to the sale of guest copy cards.

22. Provides back-up for other Library Assistants as required.

23. Represents the Law Library at relevant UBC Library Team or Working Group meetings and reports changes in policies and procedures to Head or Head’s designate.

24. Responsible for health and safety matters in the Law Library. Conducts orientations and training for Library Assistants and Student Assistants, submits documentation to Library Human Resources, and keeps documentation current.

25. Receives, responds, and reports information regarding thefts, accidents, and injuries that occur in the Law Library.

26. Contacts Building Operations, Campus Security and/or RCMP regarding emergency safety, security, and health issues.

27. Performs other duties related to the qualifications and requirements of the job.
Consequence of Error/Judgement
Consequence of error would affect the quality of service to the university community and may result in poor user experience. This can have a negative impact on the Law Library’s image and reputation, including, relations with the Allard School of Law. If Library Assistants and Student Assistants are not trained properly it would affect their performance on the Circulation Desk. Errors in Circulation duties would cause inconvenience to both staff and library users.
Supervision Received
Reports to the Head, Law Library, or designate, and works independently with minimal supervision. Work is performed in accordance with broadly established procedures and practices requiring initiative to plan and complete recurring assignments independently, and judgement to determine which of many methods are applicable in any given situation. Performance reviews are conducted by the Head, Law Library. Works independently during evening and weekend shifts.
Supervision Given
Working with the Head or Head’s designate, provides guidance and direction to Library Assistants assigned to work at the Circulation Desk. Supervises approximately eight student assistants. Assists the Head with hiring and training of Library Assistants and Student Assistants. Provides Circulation Services performance feedback to Head concerning staff who perform circulation related duties. Serves as the Circulation Supervisor in the absence of the Head, Law Library.
Performance Criteria
- 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

Excellent interpersonal and communication skills. Efficient, courteous, and tactful public service. Ability to work harmoniously with library staff, and to deal effectively with the public in a variety of situations. Effective training, supervision, delegation to, and scheduling of staff. Effective documentation, distribution, and organization of informational and procedural materials. Demonstrated effectiveness in answering reference queries. Thorough application of library policies and procedures. Ensures shelves well-organized and maintained in good order on a regular basis. Currency and accuracy of records. Effective liaison with faculty and between Circulation and other units. Responsive to user requests and needs.

MINIMUM QUALIFICATIONS:
High school graduation plus completion of a recognized two-year library technician program, plus four years of related experience or an equivalent combination of education and experience. Demonstrated experience in supervising and training staff. Knowledge of University and Library policies and procedures, including relevant integrated library system modules. Demonstrated understanding of law materials and experience in providing reference service. Experience in an academic Law Library setting preferred.
Ability to effectively use word processing, spreadsheet and database applications at an advanced level (MS Office, Voyager, and Tableau preferred). Ability to effectively recruit, train, supervise and motivate employees. Ability to communicate effectively verbally and in writing. Ability to provide quality service to library users in a courteous, patient manner. Ability to coordinate the work of other staff. Ability to prioritize and work effectively under pressure to meet deadlines. Ability to exercise tact and discretion. Ability to operate the normal range of library equipment. Ability to lift up to 20 kgs of boxed materials and to push fully loaded book trucks. Ability to work independently and in a team environment. Ability to manage multiple tasks and priorities. Ability to maintain accuracy and attention to detail. Ability to exercise tact and discretion. Ability to work both independently and within a team environment. Ability to work a five-day work week and to work evening and weekend shifts as required.
Ability to understand and apply policies, procedures, and instructions. Ability to analyze and interpret data, determine implications, and provide recommendations. Ability to make thoughtful, informed and thorough decisions. Ability to interact with a diversity of people in a calm, courteous, and effective manner.
Ability to build and maintain productive relationships and work collegially with a diverse population of Library employees and users in keeping with the UBC Respectful Environment Statement. Dedicated to cultivating an inclusive environment that recognizes barriers faced by people and encourages and incorporates contributions from diverse groups and individuals. Takes initiative in learning about language and issues relating to equity and diversity. Ability to recognize, respect and work effectively with individuals and groups with diverse perspectives and backgrounds, and to appreciate their contributions. Ability to develop and maintain cooperative and productive working relationships and engage in workplace culture. Committed to demonstrating respect to colleagues at every level by trusting in their abilities and their knowledge to perform their roles and earning respect through meeting commitments.

Ability to work evenings and weekends when required.