Assistant, Library Services

3 weeks ago

Toronto, Canada OCAD University Full time

Reporting to the University Librarian, the Assistant, Library Services performs a wide variety of administrative duties in support of the OCAD University Library, and the University Librarian. The Assistant, Library Services serves as the initial point of contact for internal and external inquiries, related to Library spaces, programs, and events and answers routine questions regarding standard policies and procedures in the Library. In consultation and coordination with other Library staff, maintains update-schedules, and public facing Library platforms (i.e., the library website, social media, and e-newsletter) for accuracy and timeliness of information. Under direction of the University Librarian, the Assistant, Library Services supports the budgeting process and maintains financial records, and filing systems, as well as generates, maintains, processes, and distribute forms, documents, statistics, reports, agendas, and minutes.

**Summary of Responsibilities**:

- Administer and maintain financial records, reports, and filing systems related to operations, e-resources, library materials (books, periodicals, films, archival supplies, etc.), grants, library friends’ group, book sale, and other expenses
- In consultation with the University Librarian, support the annual budgeting process; ensure invoices are received and paid as required, reconcile monthly purchasing statement, and identify related issues requiring the University Librarian’s attention and support with the administration of student funding and academic prizes
- Monitor and maintain timelines regarding reporting of Library statistics (coordinate tracking, collection, and submission of annual library statistics for the Canadian Association of Research Libraries (CARL), Council of Ontario Universities (COU), Association of Independent Colleges of Art and Design (AICAD), and the Ontario Council of University Libraries (OCUL).
- Generate, compile, create, and edit library related documents, reports, correspondence annual report, and information to meet and support the information and communication needs of the Library
- Track and maintain departmental attendance records for Library staff; liaise with the Human Resources office as required
- Maintain the Library website and social media platforms and work with library managers and the Systems Librarian on review, revision, and refreshing of website content, with attention to times the library is open and closed for the year
- Assist Librarians with research, documentation, assemblage, and coordination of the documentation for ECM course modifications, and departmental IQAP cyclical reviews, and maintaining related files
- Manage and support Library spaces including, but not limited to, coordinating a long-term maintenance schedule for the space, initiating replacements and repairs (i.e., managing work orders for all areas of the Library), and accessible signage, working with staff in Marketing and Communications
- Regularly assess Library policies for currency and organize with the Assistant University Librarian and Library staff a process for review, revision, and publication of policies; make recommendations to increase administrative effectiveness and efficiencies, including generation and adoption of new policies and procedures; maintain related documentation
- Plan, organize, and complete logístical arrangements for a variety of events and activities for the OCAD University Library and the University Librarian, and serve as a liaison for external requests for events in Library spaces
- Manage the University Librarian’s calendar, the Library events calendar, and coordinate internal and external communication system(s)
- Support with the supervision of work-study student employees and verify/process timesheets, payroll, and related new hire documentation, and duties
- Perform such clerical duties as: photocopying; shredding; ordering office supplies; booking rooms; and preparing and following up on work requests
- Assist with the management, inventory, receipt documentation, shipping, dealer coordination, donation letters, and related administration of book donations, and used books, weeded books, in support of the office of the University Librarian
- Serve as secretary to library committees as directed by the University Librarian
- Assist the University Librarian and other Library staff in related functions contributing to the successful operation of the University Library

**Qualifications**:

- Post-secondary degree in a related field or equivalent combination of education, training, and experience
- A demonstrated commitment to providing outstanding customer service in a diverse environment
- A minimum of three years’ experience in an administrative support position preferably in an academic library or similar environment
- Knowledge of and interest in space design and event planning considered an asset
- Experience managing budgets, processing payments, monitoring expenditures
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