Library Services Assistant

University of British Columbia

Staff – Union

Job Category
BCGEU Okanagan Support Staff

Job Profile
BCGEU OK Hourly – Library Technician I

Job Title
Library Services Assistant

UBCO Library Services Staff Library Services

Compensation Range
$25.35 – $29.06 CAD Hourly

Posting End Date
November 28, 2023

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

Job End Date

Oct 31, 2024

Schedule will be based on operational need, and will include evening and/or weekend shifts. 

Currently operational need is:

Tuesday to Friday 9 am -5 pm, and

Saturday 10 am – 6 pm.

UBC Okanagan Library Hours:

September 1 – April 30

Monday – Friday: 7 am – 10pm

Saturday – Sunday: 10 am – 10 pm

May 1 – August 31

Monday – Thursday: 8 am – 8 pm

Friday: 8 am – 6 pm

Saturday-Sunday: 10 am – 6 pm

Closed All Statutory Holidays except Easter weekend.

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 is responsible for answering circulation, directional and reference questions at the Service Desk, and referring to a librarian those reference questions which are complex or which require group instruction. This role also includes assisting with general stacks maintenance. This position is responsible for processing Interlibrary loans – lending and borrowing. This position will assist with project work as requested by coordinators, library manager or librarians.

Organizational Status

This position works under the supervision of the Library Services Coordinator and reports to the Manager, Library Services.  Works with other members of the UBCO Library staff and the public; participates in team activities such as meetings, training and skills-building events.

Work Performed

1. Performs Service Desk functions:

  • Provides library assistance at the Service Desk.
  • Creates a positive and welcoming customer service environment for all library patrons.
  • Answers reference questions using UBC Okanagan Library resources including the catalogue, online databases and electronic resources; refers questions to subject specialists and/or other campus departments, as appropriate.
  • Answers questions concerning library resources and services; provides assistance to patrons using library resources and technology.
  • Explains library policies and procedures to patrons; reports problems to designated individuals or departments.
  • Uses integrated library software to:
    • Update item record status, provide barcode maintenance and create brief item records.
    • Provide circulation services, such as charging, renewing and discharging items.
  • Opens and closes the library.
  • Accepts fine payments, including processing debit transactions.
  • Shelves library material and assists with ongoing stacks maintenance.
  • Participates in team meetings, including ongoing training sessions.

2. Processes Interlibrary loans (ILL) – lending, borrowing and returning

  • Will be trained on all duties associated with ILL but primary responsibility will be ILL borrowing.
  • Using ILL processing software, monitors and manages branch ILL borrowing requests queue and directs requests through the system as they are processed.
  • Uses a variety of ILL software tools efficiently to accurately request items to ensure requests are processed in a timely and cost-effective manner.
  • Maintains communication with other UBC ILL branch partners to troubleshoot and collaborate on requests.
  • Communicates directly with external partners, such as to discuss unique request types or to troubleshoot missing items.
  • Processes items as they arrive and makes them available for patrons.
  • Tracks due dates and follows up on late items that need to be returned to loaning institutions.
  • Processes ILL renewal requests as requested.
  • Monitors the ILL email account and responds directly to patron inquiries in a timely manner.
  • Escalates issues as they arise to the Library Services Coordinator or to ILL UBC colleagues as appropriate.
  • Acts as back up to ILL lending duties as needed.
  • Acts as back up to ILL return duties as needed.

3.  Assists with Library Projects:

  • Assists with background research to support development of new library services and initiatives.
  • Participates in evaluations of resources on trial and provides feedback as needed.
  • Provides support for Collections processes and procedures, including donations, deselection, and inventories.

4. Performs other duties or projects as assigned.

Consequence of Error/Judgement

Decisions where clear procedures are not available will be directed to the Library Services Coordinator or Library Manager. Errors in judgment or ineffective communication relating to services offered at the Service Desk have limited effect on library operations.  Errors in the processing of library materials have cost implications and can result in poor customer service.

Supervision Received

The incumbent is supervised by the Library Services Coordinator and reports to the Manager, Library Services.

Supervision Given

This position does not supervise staff.

Minimum Qualifications

  • Completion of a two-year Library Technician Diploma, or equivalent library experience is required.
  • Recent experience processing interlibrary loans (I.e. borrowing and lending physical items).
  • Minimum one (1) year recent experience in an academic library environment is required, or an equivalent combination of education or work experience in a library setting may be considered.
  • Willingness to respect diverse perspectives, including perspectives in conflict with one’s own.
  • Demonstrated commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion.
  • Excellent customer service delivery skills in a library setting.  Will sit/stand for up to 2 hours while working at a service point.
  • Knowledge of using an integrated library system.
  • Attention to detail to ensure accurate processing of requests.
  • Computer experience and effective keyboarding skills.
  • Experience using standard workplace software such as MS Word, Excel, and database applications.
  • Physical ability to handle library collection materials:
    • Ability to lift heavy items, up to 35 lbs  weekly.
    • Ability to pull/push book cart, up to 50 lbs, occasionally
    • Ability to twist, bend, lift, reach up to 5 lbs/ book on a daily basis.

Preferred Skills

  • Familiarity of copyright laws as they pertain to Interlibrary loan requests.
  • Knowledge of library policies and procedures.
  • Knowledge of Interlibrary loan software tools.
  • Effective time management, multi-tasking and organization skills.
  • Ability to communicate effectively verbally and in writing.
  • Ability to deal with diverse people in a calm, courteous, and effective manner.
  • Ability to prioritize work and meet deadlines, and work in a team environment.
  • Ability to exercise tact, courtesy, discretion and sound judgment.
  • Ability to apply previously learned concepts to new situations and/or technology.
  • Ability to follow and carry out instructions.
  • Ability to work independently, as part of a team, and under limited supervision.
  • Ability to operate a normal range of library equipment.
  • Ability to work flexible hours, including evenings and weekends.

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