Collection Maintenance Coordinator

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

Job End Date

This position will not be eligible for a hybrid work arrangement and will be at the UBCV location.

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

Coordinates the workflow and oversees all aspects of work relating to the maintenance of the stacks in good order.  Updates online holding and item record maintenance. Examines, evaluates, processes and repairs damaged library materials. Works at the Circulation Desk providing circulation and information services to users. Responsible for recruiting, hiring, training, and providing daily supervision to 5-10 student assistants, as well as, overseeing the work of Koerner library assistants in duties related to collections maintenance. Reviews and submits student payroll records on Workday. Takes the initiative to plan, develop and implement, with the support of the Manager, Koerner Library, new procedures and necessary projects to properly maintain the collections.

Organizational Status
Works independently in consultation with the Manager, Koerner Library and Access Services Librarian. Assists in establishing and implementing new policies and procedures. Works with other staff and librarians in Koerner Library, the Research Commons, ASRS/PARC, Collections Services, Preservation and other UBC Library branches/units and the public. Oversees the training and supervision of student assistants.

Work Performed

• Oversees the daily operation and maintenance of the Koerner Library collections. Plans, directs and co-ordinates projects relating to re-shelving of books and maintenance of book stacks and audio-visual materials.

• Takes a lead role in the development of collections maintenance policies, procedures, projects, work methods and services.

• In consultation with the Koerner Library Manager, recruits, hires, trains and oversees library staff and a team of student assistants in shelving, shelf reading and general book stack maintenance and the work. 

• Coordinates with the Public Services Supervisor in the scheduling of staff for book stack assignments. Also, creates student assistant work schedules and helps in determining student assistant staffing requirements.

• Maintains student assistant records.  Reviews and submits payroll for student assistants using Workday.  Deals with problems relating to errors in pay, consulting with the Library Human Resources when required.

• Assesses, evaluates and processes worn and damaged library materials. Identifies and selects worn materials for either rebinding, repair, or withdrawal. Provides basic to moderately complex repairs for mendable items. Coordinates with Collections librarian for reordering or withdrawing nonrepairable materials. Arranges bindery shipments and maintains online and physical bindery processing records.

• Performs the full range of circulation duties at the senior support staff level, including administering user transactions, maintaining borrower records, handling fines, inquiries, and account-related issues, and supporting front-desk operations 

• Answers intermediate reference questions and provides referral and reception services in person, by telephone, and by email. Instructs patrons on how to navigate the library website, search the catalogue, and interpret catalogue records. Assesses and prioritizes advanced reference questions to librarians, AskAway or other resources or appropriate Library branches as required. Records reference statistics in current data tracking tool. 

• Maintains and produces statistics related to collections maintenance, and creates a report on the current state of the work being done in Collections Maintenance unit and includes future trends or areas of concern. Curates the Koerner library Great Reads collection of approximately 700 items. Processes new books and with the approval of the Collections Librarian, selects appropriate material to be added to the collection on a monthly basis. Edits the collection as needed to make room for new material.

• Works with PARC/ASRS manager to ensures the transfer of materials to storage as required and ensures that online records for storage are maintained accurately. Assesses, organizes and processes Koerner Library items for loading into the Library storage facilities which includes assessing condition of item, marking, sizing and sorting.

• 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 Library IT, as necessary.

• 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 Building 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.

• Maintains and edits holding and item records of materials being transferred  to Koerner or storage facilities. 

• Serves as liaison with the vendors and Library Systems staff on matters relating to photocopiers, public printers and scanners.

• Provides training to staff and student assistants on the basic operation and troubleshooting of copiers and public printers. 

• Provides safety training and building orientation to students, staff and faculty.

• Participates in project work and performs other duties related to the qualifications and requirements of the job.

Consequence of Error/Judgement
Work is performed in accordance with broadly established procedures and practices requiting initiative to plan and complete recurring assignments independently, and judgement to determine which of many methods are applicable in any given situation. Organization of work to accomplish goals is expected.  Errors would cause inconvenience to both staff and patrons. Errors in judgement could promote adverse client or public relations and reduced or impaired service and access to Koerner Library's collections. Unusual problems are referred to the Koerner Manager or the Access Librarian. 

Reports to the Koerner Library Manager and is accountable to the Access Services Librarian. Works independently with minimal supervision. Works under the general supervision of the Public Services Supervisor when assigned to the Koerner Information & Circulation Desk. Performance reviews are conducted by the Koerner Library Manager.   

Provides daily supervision to more than 5 student assistants. Formally trains new staff on collection maintenance work procedures, and oversees the collection maintenance work of students and library assistants.  

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

Experience hiring, training and supervising students. Ability to use Microsoft Office and Integrated Library System (Voyager) at an intermediate level.  Ability to accurately balance cash and resolve discrepancies.  Knowledge of library policies and procedures. Knowledge of stack maintenance and circulation services.  Ability to understand bibliographic records and to use online searching protocols.  Ability to interpret and apply library policies and procedures with consistency.  Ability to communicate effectively verbally and in writing. Must be able to type 40 wpm and to operate the normal range of library equipment. Ability to develop and maintain cooperative and productive working relationships. Ability to provide quality service to a diversity of customers in a courteous, patient and respectful manner.   Ability to maintain accuracy and attention to detail.  Ability to prioritize work and to meet deadlines.  Ability to exercise tact and discretion. Ability to exercise sound judgement.  Ability to work independently and within a team environment.  Ability to explain, assign and oversee work. Ability to work evenings and weekends.  Ability to lift up to 50 lbs. of boxed materials and to push fully loaded book trucks.