University of British Columbia Circulation Assistant Full Time in Vancouver, BC

University of British Columbia

Branch Vancouver BC CA

Circulation Assistant
Vancouver, BC

Independent action is sometimes required during evening and weekend shifts, but work is usually performed according to established policies and procedures….

Works at the Circulation Desk providing basic to moderately complex circulation, information and reserve services to users. Provides services and participates in collections maintenance, equipment maintenance, office administration, safety and security in IKB-Circulation. Assists staff with overdues, physical processing and special projects.

Organizational Status

Works under the direction of the Senior Circulation Assistant & Supervisor and Assistant Director, IKBLC. Works with other members of the I.K. Barber Learning Centre. May oversees the work of student assistants. Provides services to UBC students, faculty and staff as well as the general public.

Work Performed

1. Works at the Circulation Desk providing services including charging, discharging and renewals. Places holds, traces, recalls, and rush cataloguing. Retrieves items and performs inventory checks on items located in the Automated Storage Retrieval System (ASRS). Accepts and processes cash, debit/credit and journal voucher payments for library products and fines. Verifies floats and operates the cash register and debit machine. Processes refunds. Clears hold shelf of expired requests.

2. Answers directional, policy and general information questions regarding library holdings in person, by telephone and by written or electronic messaging. 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. Refers complex questions and all fine reductions, cancellations or increases to senior library assistants.

3. Provides basic to moderately complex reference assistance to patrons at a service point. 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.

4. Monitors security gates and building alarms. Provides assistance or access to disabled users, couriers, building operations and campus security. Receives reports and responds to thefts and incidents in the library. Deals with all problems and/or emergencies that may occur when working as the sole or as one of two permanent staff members during evenings and weekends. Opens and closes the library.

5. Retrieves; sorts and distributes in-coming and out-going mail. Prepares items for mail-out. Restocks supplies and reports shortages. Ensures correct supply of printed forms on hand.

6. Collects, sorts, shelves, shelf reads, arranges, moves and straightens stack materials. Processes traces and searches prepared lists of materials. Processes rush catalogue requests.

7. Provides assistance for with printing, copying and scanning , assisting patrons with Pay for Print issues, problem cards, refund situations, and any questions pertaining to printing, copying and scanning functions. Performs basic maintenance and troubleshooting of photocopiers and printers. Reports maintenance issues to service technicians or appropriate library staff.

8. Records and reports work statistics. Provides back up for the coordination and submission of reporting statistics.

9. Accesses online bibliographic records and using the appropriate program, generates spine labels for catalogued, and, as required, uncatalogued materials. Using appropriate techniques, removes old spine labels and applies new labels to materials as required.

10. Maintains voicemail message for IKBLC Circulation, including regularly changing the message to reflect current hours and ensuring messages are checked and returned in a timely manner

11. Provides back up for mendery, bindery and mail room delivery as needed.

12. Performs other duties related to the qualifications and requirements of the job.

Supervision Received

Position is accountable to the Assistant Director, IKBLC. Works independently under the supervision of the Senior Circulation Assistant & Supervisor. Performance reviews conducted by the Assistant Director, IKBLC with feedback from the Senior Circulation Assistant & Supervisor.

Supervision Given

Formally trains new staff on work procedures, and/or oversees work of students and/or temporary staff.

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 supervisor. 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. Guidelines include the Circulation Manual, UBC Eligible Borrowers and Loan Regulations and divisional directives. Consequences of inappropriate judgement are adverse patron relations requiring the intervention by senior library assistants or 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.


High School graduation and two year Library Technician diploma. Knowledge of library policies, procedures and circulation services. 2 years relevant experience or the equivalent combination of education and experience. Ability to understand bibliographic records and how to use on-line searching protocols. Ability to interpret and apply library policies with consistency. Ability to perform word processing at 40 words per minute and to operate a normal range of library equipment. Ability to effectively use email, word processing, spreadsheet and integrated library database applications at an intermediate level (MS Office, Voyager(ILS systems preferred). Effectively oral and written communication, interpersonal and organizational skills. Ability to develop and maintain cooperative and productive working relationships. 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 judgment. Ability to work effectively independently and in a team environment. Ability to follow and carry out instructions. Ability to sort and file accuracy. Ability to exercise tact and discretion. 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 lift up to 20 kgs of boxed materials and to push fully loaded book trucks. Ability to work evenings and weekends as required.

UBC hires on the basis of merit and is strongly committed to equity and diversity within its community. We especially welcome applications from visible minority group members, women, Aboriginal persons, persons with disabilities, persons of minority sexual orientations and gender identities, and others with the skills and knowledge to productively engage with diverse communities. All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.

or proceed with Standard Application Form.

Employment Type: Full Time
Location: Vancouver, BC, CA
Posted on: 2016-10-18
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