Serials Orders & eResource Assistant

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

Job summary

Join a forward-thinking institution as a Serials Orders & eResource Assistant where you will be at the forefront of managing and maintaining vital library resources. This role involves overseeing the ordering and invoicing processes while collaborating with a dedicated team to ensure smooth operations. You will play a key role in resolving complex issues with vendors and managing subscriptions to enhance access to scholarly resources. If you are detail-oriented and passionate about library services, this position offers a unique opportunity to contribute to a diverse and inclusive environment that values innovation and teamwork.

Qualifications

• Minimum of 4 years related experience in library services.
• Experience with Integrated Library Systems and financial statements.

Responsibilities

• Oversees ordering, invoicing, and receiving of serial resources.
• Communicates with vendors to resolve access and metadata issues.

Skills

Library Systems Knowledge

Vendor Communication

Order Management

Financial Monitoring

Problem Solving

Attention to Detail

Team Collaboration

Education

High School Graduation

Library Technician Diploma

Tools

MS Office

Voyager

Job description

Staff - Union

Job Category CUPE 2950 Job ProfileCUPE 2950 Salaried - Tech Svc Library Asst 4 (Gr8) Job Title Serials Orders & eResource Assistant Department UBC Library | Collections Services | Serials and eResources Compensation Range $4,739.00 - $5,102.00 CAD Monthly Posting End Date May 30, 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

Responsible for all aspects of ordering, invoicing and receiving of serial resources, including journals, standing orders and databases. Resolves complex order, invoice and cancellation problems. Performs subscription maintenance projects related to transition to online, collection moves, fund re-structuring and vendor consolidation. Works with eResource Team on the management and maintenance of keeping eResources holdings up to date and special projects. Communicates with Vendors to troubleshoot access, coverage, and metadata issues. Assists with training and documentation related to orders, invoicing, receiving and electronic resources. Assists with the binding processes including preparation, shipments and receiving bound material. Helps and provides backup at multiple steps in the serials ordering and serial maintenance process.

Organizational Status

Works under the general supervision of the Serials Coordinator. Works in collaboration with the eResource Manager, and other senior Collections Services team members. Supports ordering, invoicing and receiving production staff within Collections Services and provides functional supervision to order/invoicing staff throughout the library system. Consults selectors and other staff as necessary. Works with the eResource Team on updating library electronic holdings and troubleshooting. Works directly with vendors to place orders and resolve fulfilment, access, metadata or payment problems. Will work successfully with a high functioning, motivative and knowledgeable team, in a collaborative, flexible and supportive environment, to complete work priorities and goals in service to our users, colleagues, and staff.

Work Performed

• Oversees the operation of the service area, establishe.s and implements operational procedures, evaluates workflow priorities, and organizes and oversees work of the service area.
• Maintains and monitors the library’s collections financial expenditure spreadsheet, updating the resource weekly, monitoring assigned budgets and reporting results to the Serials Coordinator, Collections Librarian, and AUL Collections.
• Processes new and renewal orders for serial resources; manages on-going subscriptions including standing orders and format transfers; maintains accurate fund assignments and vendor transfers as required; and receives ordered materials and processes invoices.
• Cancels subscriptions and standing orders including vendor notification, ILS file maintenance, and selector confirmation.
• Performs vendor file maintenance, including setting up new vendor records and modifying existing ones.
• Responds to inquiries, problems and disputes brought forward by staff and vendors; including payment, non-fulfilment of physical materials, and/or the interruption/delay in access to online resources.
• Participates in the planning, coordination and scheduling of all work connected with the ordering, receipt and payment of resources in Collections Services.
• Assists in the consolidation of orders with contracted vendors (EBSCO and GOBI) and consortia partners.
• Assists with the binding processes including preparation, shipments and receiving bound material.
• May assist with monograph acquisition receiving and invoice processing.
• Activates new purchases for tracking in the Library Electronic Resource Manager (ERM) tool. Working with the eResource Team ensures the ERM has correct coverage for current and historic purchases. Takes part in eResource data clean-up projects.
• Communicate with vendors and publishers to resolve access, coverage, linking, and authentication issues.
• Contributes to the on-going maintenance of the Serials and eResource teams Documentation
• Assists Serials Coordinator in the development and provision of unit and system-wide staff training related to ordering, invoicing, receiving and order database integrity. Acts as back-up to Serials Coordinator as required.
• Assists in the development and implementation of system improvements related to Serials Acquisitions related records and reports. Troubleshoots and/or identifies problems with new or revised software including vendor platforms.
• Provides input for the recruitment and selection of staff and/or students.
• Performs other duties related to the qualifications and requirements of the job.

Consequence of Error/Judgement

Performs duties independently under minimal supervision. Makes decisions in accordance with broadly established guidelines, library and university policies and procedures, requiring initiative to complete them independently. There is a variety of job tasks requiring on-going prioritization. Unusual or major problems are referred to reporting Coordinators in a timely manner. Good judgement is required in knowing when to refer an issue to reporting Coordinators. Failure to place and receive orders/invoices promptly and accurately could result in the collections budget being misspent and inhibit effective, timely access to the scholarly resources required by our University community. Problems in staff training and functional supervision may result in loss of productivity, inefficiencies and low staff morale.

Supervision Received

Reports to the Serials Coordinator. Position is accountable to the Collections Librarian- Renewals and eResources who conducts performance reviews in consultation with the Coordinators.

Supervision Given

Gives functional supervision to all classifications of staff regarding order and invoicing processes and data integrity.

Minimum Qualifications

High School graduation, plus two year Library Technician diploma, plus four 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

Familiar with and experienced in the use of Integrated Library Systems. Knowledge of more than one major function of libraries. Must be familiar with the standard cataloguing rules for entry and bibliographic description. Must understand the subscription renewal cycle (Finance, access, managing collection/holding data). Must be able to work with invoices and financial statements and to interpret them. Must understand how eresources are accessed and discovered via Library systems. Have a basic level of eresource troubleshooting. A reading knowledge of one or more foreign languages is an asset.

Ability to effectively use word-processing, spreadsheets, database applications at an advanced level (MS Office and Voyager preferred). Ability to analyze problems, identify key information and issues, and effectively resolve. Ability to maintain accuracy and attention to detail. Ability to communicate effectively verbally and in writing. Ability to deal with a diversity of people in a calm, courteous, tactful and effective manner. Ability to work independently and in a team environment. Ability to coordinate the work of other staff and meet deadlines. Ability to work core business hours, 9:00 am-4: 30 pm, 5 days a week.