Collections Distribution Coordinator, Libraries

7 months ago

Calgary, Canada The University of Calgary Full time

**Position Overview**

**Collections **within **Libraries & Cultural Resources** is currently seeking a Full-time Regular **Collections Distribution Coordinator.**

The Collections Distribution Coordinator reports to the Manager, Collections in Libraries and Cultural Resources (LCR). The position ensures and coordinates the day to day organization and availability of physical collections for the use of University of Calgary students, faculty, research staff, and associate organizations. The Coordinator provides direction to the Fulfillment (Sorting & Distribution) team (2 staff, 2 students), training for student assistants, consults with managers and LCR staff regarding workflows, procedures, projects, and problem resolution. Volume and demand varies with peak periods occurring at term start dates. Work is occasionally scheduled outside of normal operating hours and is completed with limited supervision.

**Position Description**

**Summary of Key Responsibilities** (job functions include but are not limited to):

- Process physical materials from incoming mail bins, including branch and High Density Library (HDL) deliveries, using the Alma/Primo integrated library system and Lyngsoe automated book return/sorter.
- Organize physical materials for re-shelving using ergo carts.
- Organize and route all outgoing books onto book trucks and into mail bins, according to mail and shipping processes and schedules.
- Direct and assist in shelving and retrieval processes for LCR, including training student assistants, running and printing reports, consulting with managers to ensure workflows and procedures are effective and troubleshoot any workflow or system problems.
- Responsible for accurately and efficiently organizing and shelving all physical library materials on a day-to-day basis including maintaining the floors and work area in a neat and organized manner.
- Efficiently retrieve material from TFDL stacks to fulfill various distribution needs and collaborate with team members.
- Resolve troubleshoot tickets reported via the ticketing system (LibAnswers), closing tickets as appropriate.
- Regular monitoring of pick lists (Alma) to retrieve physical materials requested by students, faculty, research staff, and associate organizations.
- Responsible for the patron holds process (~20,000 requests/year) using ALMA/Primo integrated library system.
- Run and export reports/picklists for retrieval of materials, resolve system issues, processing materials and communicating with requesters as needed.
- Scan in retrieved items, monitor and print requester information slips, match and organize books, and distribute to appropriate pickup locations.
- Process physical materials from holds for reserve processes.
- Assist with the filling of requests for Inter-library Loan and Document Delivery Unit functions, including retrieval.
- Assist with mail processes as needed using the appropriate mail software and physical processes.
- Coordinate the smooth functioning of making physical materials accessible by working with other LCR staff.
- Responsible for conducting inventories, shifting physical materials, and other collection management activities.
- Performing general maintenance within the TFDL physical collection including shifting materials and transfer to the HDL, spine label printing, and transferring to Collections managers for review to replace or repair.
- Using effective problem-solving skills when pulling damaged materials, shifting material to make room for new additions, or identifying incorrectly shelved or labeled material.
- Working with Collections managers, transferring physical materials between LCR locations (e.g., TFDL to the HDL).
- Direct student assistants on collections management tasks as needed.
- Working in the Alma/Primo library system to create or modify item level metadata in the system for collections projects or collection transfers.
- Supporting evidence-based decision making for the Collections managers, including to create, run, modify and deliver reports as directed.
- Providing managers with regular reports, including holds/requests placed such as cancelled/not picked up, usage, location of materials (TFDL, Branch, HDL), and Lingsoe book sorter reports (e.g., categories, volume material, down time).

**Qualifications / Requirements**:

- An undergraduate degree, or an equivalent combination of education and experience.
- Technically proficient to work with integrated library software systems (Alma/Primo), office management software (Outlook, Excel, Word, Office 365), with ticketing systems (LibAnswers), and communication platforms.
- A working knowledge of the library collection and its organization are significant assets.
- Mental focus and close attention to detail are required to ensure accuracy.
- Physical strength and stamina to perform moderate manual labour; must be able to handle light to moderate lifting (up to 30 pounds) and pushing of loads (up to 100 pounds).
- Physically thi

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