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 are adverse patron relations requiring the intervention by the Circulation Supervisor or the Manager, Koerner Library 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.

New or unusual problems are referred to the Public Services Supervisor.

SUPERVISION RECEIVED:

Position is accountable to the Manager, Koerner Library and receives supervision from the Public Services Supervisor, Koerner Library. Receives general direction from other library staff on circulation- and shelving-related duties.

SUPERVISION GIVEN:

Explains work procedures and assists in the training of new or inexperienced staff and/or Student Assistants. Oversees the work of Library Assistants and Student Assistants during evenings and/or weekends.

Minimum Qualifications :

High school graduation, plus and 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 circulation services. Ability to understand and apply library policies and procedures. Ability to exercise sound judgement and analyse problems, identify key information and issues and provide effective resolution. Knowledge and experience with on-line searching protocols and bibliographic records. Ability to effectively use email, word processing, spreadsheet and library database applications at an intermediate level (MS Office and Voyager preferred). Ability to operate the normal range of library equipment, including microform readers and printers. A demonstrated aptitude and interest in technology as well as an ability to quickly learn new programs. Excellent organizational skills and the ability to prioritize multiple tasks and work effectively under pressure to meet deadlines. Ability to provide quality service to a diverse community in a flexible, approachable, courteous and effective manner. Ability to effectively resolve client complaints in a calm, non-confrontational manner, and by exercising sound judgement. Ability to maintain confidentiality and exercise tact and discretion. Takes initiative in learning about language and issues relating to equity and diversity. Ability to develop and maintain cooperative and productive working relationships and engage in workplace culture. Ability to recognize and appreciate the contributions of colleagues. Ability to recognize, respect and work effectively with individuals and groups with diverse perspectives and backgrounds. Committed to demonstrating respect to colleagues at every level by trusting in their abilities and knowledge to perform their roles and earning respect through meeting commitments. Models and demonstrates good communication through active listening and appreciative inquiry and open to providing and receiving timely, constructive feedback. Listens to, encourages and expresses creative and innovative ideas. Open to experiment and improvise with new ways of approaching processes, tasks or problems. Ability to communicate effectively verbally and in writing. Ability to provide quality service to customers in a courteous, patient manner. 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 kgs of boxed materials and to push fully loaded book trucks. Ability to work evenings and weekends as required.