Public Services Assistant (Shared Services)

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

Job summary

The University of British Columbia is seeking a Public Services Assistant to support its library operations. This role involves performing circulation duties, providing user assistance, and supporting library services across multiple branches. Ideal candidates will have a background in library services, strong communication skills, and the ability to work flexible hours, including evenings and weekends. A Library Technician diploma and public service experience are preferred, ensuring a supportive environment for faculty, staff, and students.

Qualifications

• High School graduation, plus two years Library Technician diploma and two years of related experience.
• Ability to communicate effectively verbally and in writing.
• Knowledge of library policies, procedures, and systems preferred.

Responsibilities

• Performs a variety of circulation duties including checking in and checking out materials.
• Provides assistance and information to library users.
• Responsible for maintaining organization and cleanliness in library spaces.

Skills

Communication Skills

Customer Service

Attention to Detail

Teamwork

Education

High School Graduation

Library Technician Diploma

Tools

Library Management Systems

MS Office

Job description

Staff - Union

Job Category CUPE 2950 Job ProfileCUPE 2950 Salaried - Pub Svc Library Asst 2 (Gr4) Job Title Public Services Assistant (Shared Services) Department UBC Library | Koerner Library | Program Assistance Compensation Range $4,281.00 - $4,386.00 CAD Monthly Posting End Date August 2, 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.

Job Summary

This is a shared position between Koerner Library, Law Library, David Lam Management Research Library (DLam) and Canaccord Learning Commons (CLC), and the Education Library. The position may work at other UBC Vancouver Library branches or units, as required.

The position performs moderately complex public services in the circulation of library materials and equipment to library users as well as moderately complex work related to Information Services. Assists with collections processing and performs moderately complex work in support of collections and stacks maintenance. The position also supports the overall maintenance and appearance of library facilities.

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.

Work Performed
Interacts with employees in Koerner Library, Law Library, DLam and CLC, Education Library, and other branches and units; faculty, students, and members of the public. Where necessary, acts as a liaison and communicates with UBC Building Operations, Campus Security, and external service providers.

Duties
The duties for this position are focused on Koerner Library, Law Library, DLam and CLC, and Education Library, but may be performed at any UBC Vancouver Library branches or units, as required. The nature and frequency of these duties will vary depending on the specific needs of each location.

Circulation, Public, and Information Services

• Performs the full range of circulation duties, which may 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 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. Monitors CLC Help Desk email as needed. 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.
• Operates, assists, and provides basic troubleshooting of equipment, computer hardware, software, and connectivity problems for library users, including CLC lab spaces Liaises with appropriate units to resolve more complex problems related to equipment and technology.
• Operates copiers and printers, and assists, instructs, and resolves problems for library users related to printing and copying technology. Performs routine maintenance and troubleshooting, including placing service calls and working with service personnel to solve maintenance problems.
• Assists in maintaining the appearance and environment of library and CLC spaces which may include outdoor 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 Manager or Supervisor at the applicable branch. Helps coordinate facility repairs and custodial requests for library spaces.

• Performs basic troubleshooting on library equipment including copiers, printers, computers, micro reader/printer, and staplers. Stocks, cleans, and orders supplies as needed. Provides operational assistance on equipment and reports more complex problems for resolution and arranges for equipment repairs.
• 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.
• 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.
• While at Koerner, 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 library users 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; contact Plant Operations to deal with Trouble Calls; contact Patrol and RCMP when required when dealing with difficult situations or building security problems; contacts 911 when dealing with health emergencies.

Collections, Maintenance, and Access

• Performs moderately complex duties related to stacks maintenance including shelving, straightening, shelf reading, shelf cleaning, and shifting of materials. Contributes to collections maintenance and preservation, including dusting and vacuuming books and shelves, and processing and transporting materials.
• Assists with the organization of the collection including shifting materials to accommodate growth and planned moves of library materials. Prepares for planned moves by measuring the linear footage of existing collection. Edits online records related to book moves, to ensure the correct status, material code, location, etc.
• Assists librarians with monograph acquisition by checking the library catalogue, summon, or other relevant sources for possible duplication of titles.
• Assists with the routine preparation of library materials, such as tattle-taping, barcoding, pamphlet binding, spine-labelling, stamping, etc. Enters circulation and processing data into UBC Library systems.
• Files updates to looseleaf services and other supplemental library materials.
• Assists with routine mail services. Collects, opens, sorts, date stamps, and distributes incoming mail, and collects and processes outgoing mail.
• Assists in retrieving and copying document delivery and interlibrary loan request materials. Searches the library catalogue and related resources for available copies, retrieves library materials, and copies or scans and transmits library materials as required.
• Assists with the processing of gift items. Checks library holdings for duplicates, missing, or damaged volumes as required.
• Performs other duties related to the requirements and qualifications of the job, carries out essential duties of the PSLA colleagues during vacations, or other absences, as assigned

General and Other Duties

• Participates in Library operational working groups or committees as approved by the manager.
• Performs other duties related to the qualifications and requirements of the job.

Exercising judgement/impact of decisions/consequence of error

Works under general supervision and within established methods and procedures with latitude for organizing work, exercising judgement, and exercising creativity. Required information is readily available. Unusual problems and suggestions or initiatives for service or procedure improvement are referred to appropriate supervisor. Errors in judgement related to public service interactions will result in poor customer service. This can have a negative impact on the branch or unit’s image and reputation, including, relations with the Allard School of Law, the Faculty of Education, the Sauder School of Business and the Faculty of Arts. Circulation work is monitored to ensure adherence to Library policies and procedures. Tasks are clearly defined, and unusual problems are referred to the appropriate supervisor. Works independently during evening and weekend shifts.

Supervision Received
Position is accountable to the Manager, Koerner Library (or designate) and receives supervision from the Public Services Supervisor, Koerner Library. Receives general direction from other library staff on circulation- and shelving-related duties. Receives general direction from the Head, DLam, the Head, Education Library, the Head, Law Library, or their designates, while working at those locations. Performance reviews are conducted by the Manager, Koerner Library (or designate), with input from the Public Services Supervisor, Koerner Library; the Head, DLam; the Head, Education Library; the Head, Law Library; and other Branch/Unit Heads (or designates) as appropriate.

Supervision Given
Coordinates and oversees the work of student assistants when working evening and weekend shifts. May participate in mentoring and guidance of student assistants.

Minimum Qualifications
High School graduation, plus two year Library Technician diploma, plus two years of 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 policies, procedures, and systems. Knowledge of bibliographic records and use of on-line searching protocols preferred. Experience in an academic law library is preferred. Ability to follow and carry out instructions. Ability to sort and file accurately. Ability to use email, word processing, spreadsheet and library management systems at an intermediate level (MS Office and Voyager preferred). Ability to operate the normal range of library equipment. Ability to communicate effectively verbally and in writing. Ability to remain calm, decisive, effective, and safe in emergency or crisis situations. Ability to provide quality service to library users in a courteous, patient manner. Ability to resolve user complaints in a calm, non-confrontational manner, and by exercising sound judgement. 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 lift up to 20 kg of boxed materials and to push fully loaded book trucks. Ability to work a five-day work week. Ability to work evening and weekend shifts as required.

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. 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.