Circulation Assistant

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

$4281.00 - $4386.00 CAD Monthly

Posting End Date

January 28 2026

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

Job End Date

Ongoing

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 Librarys 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 and the public. 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 moderately complex information reference and referral services.

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:

1. Acts as an initial resource person by performing duties such as providing information to patrons responding to inquiries and complaints and resolving disputes.

2. Assists in the resolution of moderately complex questions such as directional and reference questions provides referral and reception services in person by telephone and by email.

3. 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 (docdel) orders submit hold requests and order items through Interlibrary Loan (ILL) services. Explains and enforces library policies and procedures including Reserve Media Bookings Interlibrary Loans and Document Lending services and Room Bookings. Provides assistance and access to disabled users couriers and Building Operations personnel. Records reference statistics in current data tracking tool. Refers other reference questions to Librarians AskAway or other resources or appropriate branches as required.

4. Charges and discharges library materials creates brief item records suspends and reinstates borrowers adds and changes barcodes performs renewal and trace requests approves extension of Reserve loans retrieves items held at the circulation desk for users and couriers clears the hold shelf and acts as an initial contact for overdue inquiries.

5. Issues and renews all categories of library cards; ascertains eligibility of applicant verifies applicants identity according to institutional standards matches applicant to an appropriate library card category determines if payment is required and creates or amends the borrowers library record. Responds to all library card and borrower record problems by resolving the issue or referring the patrons appropriately. Responds to student library record issues by verifying status on SISC. Responds to faculty and staff library record problems by verifying status in WorkDay.

6. Operates the Circulation Desk cash register and 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 and ensures cash floats are deposited in the safe at closing and answers general queries about invoices.

7. Functions as primary contact person for evening and weekend Library branch staff seeking circulation system assistance by providing basic diagnosis and troubleshooting of circulation systems problems reports circulation problems to Manager Koerner Library and LibraryIT as necessary.

8. Assists borrowers with copiers printers Pay for Print and workstations; ensures photocopiers and other equipment are maintained by performing duties such as adding toner releasing paper jams and ordering required supplies.

9. Assists patrons with microform equipment and use of the journal and microform collections.

10. Provides assistance to others Koerner units: discharges sorts and shelves materials for Stack Maintenance; searches missing items files appeal forms and accepts phone payments for Overdues assists with routine tasks in the Mail Room and files paperwork shelves shelf reads and assists other duties for Reserves.

11. Monitors security systems and building alarms. Deals with borrowers who have activated the security gates at the 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 Plant Operations 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.

12. Assists with opening and closing the library.

13. Provides administrative support to librarians and helps maintain web based-content such as LibGuides and websites.

14. Assists with special projects as required.

15. 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 Librarys 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 Public Services 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:

Reports directly to the Public Services Supervisor and the Manager Koerner Library. Receives general supervision from Stacks Maintenance Reserves and Overdues supervisors.

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 ones own
- Demonstrates a commitment to enhancing ones 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.