Public Service and Reserve Evening Assistant

University of British Columbia - Staff; Vancouver; On-site; CAD 30,000 - 60,000; Full time

Job summary

The University of British Columbia is seeking a Public Service and Reserve Evening Assistant for the Koerner Library. This role involves providing public service support, conducting circulation duties, overseeing junior library staff, and ensuring the efficient operation of library services during evening hours. The successful candidate will be committed to diversity, equity, and inclusion in the workplace while demonstrating strong organizational and interpersonal skills.

Qualifications

• Minimum of three years related experience or equivalent education and experience.
• Knowledge of library policies, procedures, and loan regulations required.
• Ability to work effectively under pressure, multitask and maintain accuracy.

Responsibilities

• Performs the full range of circulation duties and assists with Course Reserves.
• Oversees junior library assistants and provides assistance with public service.
• Participates in training and development of team members.

Skills

Communication

Organizational Skills

Interpersonal Skills

Attention to Detail

Customer Service

Education

High School Graduation

Library Technician Program

Tools

Library Circulation Systems

Microsoft Office

Spreadsheets

Job description

Staff - Union

Job Category CUPE 2950 Job ProfileCUPE 2950 Salaried - Pub Svc Library Asst 3 (Gr6) Job Title Public Service and Reserve Evening Assistant Department UBC Library | Koerner Library | Program Assistance Compensation Range $4,449.00 - $4,676.00 CAD Monthly Posting End Date July 18, 2025

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

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.

POSITION FUNCTION

Koerner Library provides a dynamic learning environment for students, faculty, staff 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 complex public service support at public service points and support to the Course Reserves Supervisor.

Performs public service at a senior support staff level including circulation, microform support, equipment maintenance, safety and security functions, directional information, and office support in Koerner Library. In the evenings, works as the first point of contact when other branch staff have circulation or borrower services questions. Assists with special projects as required. Provides support to the Public Service Supervisor as needed.

WORKING RELATIONSHIPS

Works independently under the direction of the Manager, Koerner Library and the general supervision of the Public Service Supervisor and Course Reserves Supervisor . 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. 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. Interacts with librarians and staff within the branch as well as other staff, students, faculty, suppliers, and external stakeholders. Oversees and assists in training junior Koerner Library staff. Works directly with the public.

DUTIES

1. Performs the full range of circulation duties, for example: charging, discharging and renewing materials; reinstating or suspending borrowers; adding and changing barcodes; tracing missing items; retrieving items held at the circulation desk for users and couriers; clearing the hold shelf; accepting payment for library fines and other services; answering general queries about invoices; approving the extension of reserve loans.

2. Issues and renews all categories of library cards. Ascertains eligibility of applicant, 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 the patrons appropriately. Responds to student, faculty and staff library record issues by verifying status in the system of record.

3. Assists with training UBC Course Reserves staff. Acts as a source of information on Course Reserves policy and procedures Maintains the Reserves’ system-wide course responsibility database.

4. Reviews and accepts faculty requests for Course Reserves. Advises faculty on relevant policies and procedures and copyright restrictions. Informs faculty of options when copyright restrictions prohibit the use of materials. Processes institutional and private faculty materials including assembling, labelling, tattle-taping and binding/mending materials. Creates brief Course Reserves bibliographic records online. Edits online records with incorrect statuses, material codes, locations, holdings or other errors. Follows up on patron access problems including investigating missing Course Reserves’ materials during the term.

5. Processes eBooks and ensures that the links work and that the library still has access to them.

6. Processes the requests for streaming media. Searching various databases to locate a title and availability for purchase. Provides information to Media Librarian. Digitizes DVDs after checking to make sure they are not streaming commercially. Connects with Digital Programs and Services Librarian for permission to digitize. Uploads digital files to Kaltura and contacts the LT Hub to have a channel created.

7. Maintains the Course Reserves faculty contact database. Performs an annual faculty mail-out to inform faculty of the status of their Reserves materials. Weeds and removes Reserves materials as requested. Returns personal materials, modifies or deletes online catalogue records as required.

8. Oversees Borrower Services Traces requests including executing online catalogue searching, delegating stacks searching to the student assistants or junior CUPE 2950 staff, changing the record status online for missing materials, and notifying patrons when the status of traced material is updated.

9. Oversees Borrower Services Rush Cataloguing requests including executing online index and bibliographic file searching, receiving and processing requested material and investigating missing Rush Cataloguing material.

10. Maintains unit statistics for Course Reserves and departmental statistics for Borrower Services Traces and Rush Catalogues.

11. Arranges and performs end-of-term Carrel Card service termination in Koerner Library. Notifies patrons of service cessation. Clears items from patron records. Bills patrons for non-return of carrel cards.

12. Functions as the evening/weekend point of contact for 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 LibraryIT, as necessary.

13. Assists patrons with using the Library’s physical and electronic collections, including microform and audio-visual equipment.

14. Participates in the development and implementation of projects, policies and work methods in Borrower Services, a centralized public service.

15. Assists in the resolution of complex questions. Assesses and prioritizes advanced reference questions to librarians, AskAway or other resources or appropriate Library branches as required.

16. Works and takes initiatives to address gaps and improve the services of Koerner Library.

17. Participates in the development and implementation of projects, policies and work methods.

18. Advises branch staff on circulation policies and procedures and functions as the primary contact person for evening and weekends, provides branch staff with basic diagnosis and troubleshooting of circulation systems problems and reporting problems to UBC IT as necessary.

19. Operates the Information & Circulation Desk cash register and credit/debit machine. Accepts payments for library fines and other services, processes credit/debit card transactions and journal voucher payments, takes readings from cash register and debit machine, ensures receipts and print cards are deposited in the safe at closing and answers general queries about invoices.

20. Instructs patrons how to navigate the Library website, search the catalogue, interpret catalogue records, including serial holdings and circulation records, renew items, place and check status of document delivery (doc del) orders, submit hold requests, and order items through Interlibrary Loan (ILL) services.

21. Record reference statistics in current data tracking tool.

22. Assists patrons with copier/printer/scanners, Pay for Print and public workstations; ensures photocopiers and other equipment are maintained by performing duties such as adding toner, releasing paper jams, and ordering required supplies.

23. Collects and calculates statistical information for building gate counts and usage. Submits statistics to central system and the Koerner, Manager.

24. Provides additional assistance to users as required (eg. retrieving library materials, scanning, navigating the library website on behalf of users who are unable, etc.)

25. Provides assistance and access to couriers, and Building Operations personnel.

26. Monitors security systems and building alarms. Deals with patrons who have activated the security gates at the Information & Circulation Desk; responds to all Library problems and/or emergencies (e.g., fire alarms, drills, or power outages, etc.) that may occur when working on shifts with reduced staffing; receives reports of thefts and incidents in the Library; contacts Plant Operations to deal with Trouble Calls; contacts Patrol and RCMP when required when dealing with difficult situations or building security problems; contacts 911 when dealing with health emergencies.

27. Supports Koerner 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.

28. Helps ensure the accuracy and placement of physical signage in Library spaces.

29. Helps ensures that the public and staff spaces are clean and organized and that Koerner Library has appropriate supplies and resources. Reports any issues to the Manager, Koerner Library.

30. Performs opening and closing duties for Koerner Library, alone or with a colleague.

31. Performs similar duties in other UBC Library units or branches, as assigned.

32. Assists with special projects as required.

33. Participates in Library operational working groups or committees as approved by the manager.

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

EXERCISING JUDGEMENT/IMPACT OF DECISIONS/CONSEQUENCE OF ERROR

Works independently under minimal supervision. Course reserve work is performed in accordance with established policies, procedures and practices. There are a variety of tasks requiring ongoing prioritization and initiative to plan and complete independently. Refers unusual problems to the Course Reserve Supervisor or Public Services Supervisor. Errors in judgement and prioritization of work could result in negative client or public relations and reduced service to the public with serious, short-term consequences, generally requiring intervention by the Public Service Supervisor or Manager, Koerner Library to deal with repercussions.

For public service duties, works within established policies and procedures, with some latitude for organizing work and prioritizing service. Guidelines include the Library’s policies, circulation manual, UBC Eligible Borrowers and Loan Regulations, and departmental directives. Independent action may be required as one of only two staff members on duty during evening and weekend shifts. Occasionally makes 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 are adverse patron relations requiring the intervention of the Public Service Supervisor 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.

SUPERVISION RECEIVED

Reports to the Manager, Koerner Library. Takes direction from Course Reserves Supervisor for related duties and the Public Service Supervisor for public service functions . Works independently within limits of guidelines established by UBC Library and relevant circulation policies and procedures.

SUPERVISION EXERCISED

Explains work procedures and assists in the training of new or inexperienced staff and/or student assistants. In the absence of other supervisors on evenings and weekends, monitors and gives direction to junior Library Assistants and student assistants.

PERFORMANCE CRITERIA

Thorough knowledge of UBC Library policies and procedures and judgement in applying them. Courteous, responsive service to users. Answers questions accurately and completely. Communicates courteously and effectively with faculty, staff, students and operational contacts. Assigns work and prioritizes workflows to student assistants to meet the needs of the Collections Maintenance unit.

QUALIFICATIONS AND REQUIREMENTS

High School graduation plus completion of a recognized two-year Library Technician program and a minimum of three years related experience or an equivalent combination of education and experience.

• 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

PREFERRED QUALIFICATIONS

Knowledge of library circulation systems, library policies and procedures, loan regulations, cataloguing and circulation consistent with a large, complex, multi-disciplinary research institution required . Ability to interpret and apply library policies and regulations in a consistent, knowledgeable and responsive manner. Knowledge and experience with library systems and software applications including word processing, spreadsheets, and databases at an advanced level. Voyager and Microsoft Office preferred. Demonstrated effective oral and written communication, interpersonal, organizational and presentation skills. Demonstrated excellent public service skills. Ability to prioritize work, multitask, work effectively under pressure with interruption, and meet deadlines. Ability to maintain a high degree of accuracy and attention to detail. Ability to exercise tact and discretion. Ability to work independently and in a team environment. Ability to operate the normal range of library and office equipment. Ability to work a five-day week including evenings and weekends.