Circulation Assistant

University of British Columbia; Vancouver; On-site; CAD 48,000 - 49,000; Part time

Job summary

University of British Columbia is seeking a Circulation Assistant at Koerner Library, part-time (0.6 FTE). You will support public service, circulation, and patron guidance, including desk coverage during evenings and weekends, and assist with basic information and room bookings.

You will work within UBC Library to ensure smooth circulation, card issuance, fines handling, and user support while contributing to a welcoming library environment for students and staff.

Qualifications

• Experience in public service in a library or similar setting.
• Ability to handle payments and fines accurately.
• Strong attention to policy and security procedures.

Responsibilities

• Perform full circulation duties, including charging, discharging, renewing materials, and placing holds.
• Issue and renew all library cards and manage patron records and payments.
• Provide information assistance and referrals; assist with events and basic tech support.

Skills

Customer service

Cash handling

Attention to detail

Communication

Tools

Library systems

Job description

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Pub Svc Library Asst 2 (Gr4)

Job Title

Circulation Assistant

Department

UBC Library | Koerner Library | Program Assistance

Compensation Range

$4,281.00 - $4,386.00 CAD Monthly

Posting End Date

October 3, 2026

Note:

Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

Ongoing

This is a part time position at 0.6 FTE, salary will be prorated.

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.

POSITION FUNCTION:

The Koerner Library provides a dynamic learning environment for students, faculty and visitors to UBC. Koerner Library’s print and electronic collections, services, and technology are designed to facilitate coursework, studying, and research with a focus on the Humanities and Social Sciences. Koerner Library Assistants provide and support programs and services that directly meet the needs of students, faculty and staff within the UBC Library. The incumbent provides public service, journal/microform support and office support including circulation, stacks maintenance, equipment maintenance, mail room assistance and safety and security functions in Koerner Library. Duties also include administrative support to librarians, including updating guides and websites, and providing directional, basic information, reference, and referral services.

The position may work at other UBC Vancouver Library branches or units, as required. Works a variety of shifts, including opening, closing, evenings and weekends, as required. During evening and weekend shifts, serves as the sole circulation desk attendant and is responsible for all issues related to patron service, the coordination of student assistant activities, and emergencies.

WORKING RELATIONSHIPS:

Works under the direct supervision of the Public Services Supervisor and the general direction of the Manager, Koerner Library. Works cooperatively with Koerner Library Assistants and Librarians and may receive work assignments from other library specialists or librarians in the branch. Consults with other staff as necessary. Evenings and weekends, works in tandem and cooperatively with an accompanying Library Assistant to coordinate and supervise the work of evening junior Library Assistants and Library Student Assistants and to ensure building, user, and collection safety and security. Works directly with the public.

DUTIES:

• Performs the full range of circulation duties, which will include evening and weekend shifts. Charging, discharging and renewing library materials and equipment. Retrieving items held at the circulation desk for users and couriers. Reinstating or suspending borrowers. Accepting payment for library fines or other services and answering general queries about invoices. Checking returned materials for recalls/holds, damage and completeness. Adding and changing barcodes. Placing holds, recalls, storage requests, and rush cataloguing requests, and clearing the holds shelf. Approving the extension of reserve loans. Assisting library users in completing processes related to equipment lending, guest IDs, and other activities related to access. Tracing missing items.
• Issues and renews all categories of library cards. Ascertains eligibility of applicants, verifies applicant’s identity according to institutional standards, matches applicant to an appropriate library card category, determines if payment is required, and creates or amends the patron’s library record. Responds to all library card and patron problems by resolving the issue or referring library users appropriately.
• Performs library opening and closing procedures as assigned, alone or with a colleague.
• Provides routine information assistance to library users. Answers directional, known item, basic, and information requests regarding library holdings, programs, and services. Answers facilities information requests, including non-library spaces relevant to the branch location. Demonstrates how to navigate UBC Library catalogue and website as well as other relevant resources such as booking of study rooms. Refers in-depth or complex queries to librarians, AskAway, or other units, as appropriate. Records reference and other branch statistics in current data tracking tool.
• Interprets library user and circulation records and modifies records where appropriate. Accepts and responds to queries on library policies and procedures. Explains and enforces applicable library policies and procedures.
• Performs basic troubleshooting on library equipment including copiers, printers, computers, micro reader/printer, and staplers. Stocks, cleans, and orders supplies as needed. Performs routine maintenance and troubleshooting, including placing service calls and working with service personnel to solve maintenance problems
• Troubleshoots computer hardware and software problems, printer and other systems-related problems, and communications network problems. Refers unsolved problems to UBC Library’s systems helpdesk and follows up to ensure staff are informed and problems resolved.
• Assists in maintaining the appearance and environment of library spaces; regularly tidies library spaces and furnishings. Cleans public computer screens and peripherals, microform equipment, white boards, labelling equipment, and furnishings. Reports any issues to the Public Services Supervisor or Manager, Koerner Library. Helps coordinate facility repairs and custodial requests for library spaces.
• Participates in the development and implementation of projects, policies, and work methods.
• Supports library events and workshops by assisting with event bookings, registration, room set-up, audio-visual and equipment set-up and troubleshooting, following established guidelines. Attends events and functions as required.Assists patrons with microform equipment and use of the journal and microform collections.
• Provides assistance to others Koerner units: discharges, sorts and shelves materials for Collections Maintenance; searches missing items, files appeal forms, and files paperwork, shelves, shelf reads and assists other duties for Reserves.
• Functions as the evening/weekend point of contact to staff working at other UBC Library branches who require circulation system assistance. Provides basic diagnosis and troubleshooting of circulation system problems and escalates problems to the Manager, Koerner Library and Library IT, as necessary.
• Monitors security systems and building alarms. Deals with borrowers who have activated the security gates at the Information and Circulation Desk; 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 UBC 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.
• Performs the evening security checks between Borrower Services and the branch libraries where branch library staff are working alone and investigates when contact is not forthcoming.
• Provides administrative support to librarians and helps maintain web based content such as LibGuides and websites.
• Assists with special projects as required.
• Performs other related duties.

EXERCISING JUDGEMENT/IMPACT OF DECISIONS/CONSEQUENCE OF ERROR:

Works within established policies and procedures with some latitude for organizing work and prioritizing service. Guidelines include the Library’s policies on patron behaviour, Circulation Manual, UBC Eligible Borrowers and Loan Regulations, and divisional directives. Independent action may be required as one of only two desk staff members on duty during evening and weekend shifts. Must occasionally make difficult decisions based on best personal assessment of the situation at hand. Must exercise good judgement and diplomacy in responding to public service situations. Consequences of inappropriate judgement