Operations & Records Management Supervisor

6 months ago

Burnaby, Canada British Columbia Institute of Technology (BCIT) Full time

BCIT’s **Library Services** department is seeking a **regular, full-time (1.0 **FTE**) Operations & Records Management Supervisor**. The Operations & Records Management Supervisor supports the Operations Manager and the Director, Library Services, and supervises the daily operations of Records Management and the library administration office. Administers the provision of confidential administrative, financial and logístical operational matters for all campus libraries, oversees assistance in information services, including Records Management, Copyright, Reference, and Archives.**Duties & Responsibilities**

**DUTIES** **AND**

**RESPONSIBILITIES**:

- Supervises the day-to-day operational support of the Library Administration office, and oversees and assigns work to the Operations & Records Management section, ensuring the team maintains current knowledge of records management by keeping up-to-date with current practices, reference tools, and resources through in-house and external continuing education. Oversees the preparation and delivery of one-on-one and group training sessions on records management in person and online.
- Administratively manages attendance and makes certain that recording follows policy, and that all related records and reports are submitted to Payroll and/or Human Resources.
- Participates as a member of the library supervisory team; collaborates with colleagues, ensuring efficient and effective delivery of library services; maintains awareness of the Manager’s and the Director’s goals and objectives, establishing priorities and identifying items requiring attention. Ensures administrative and logístical support for Director-level meetings; manages and coordinates resources required for leadership team library events.
- Acts as Records Custodian of the Library Services Administration office, annually reviewing series inventories, creating and discarding files according to established policy and procedures. Coordinates and provides support and advice to departmental records custodians across the institute, confirming proper management of paper records and electronic repositories, off-site records program, and disposition of records, ensuring legal compliance. Oversees the retrieval and refiling of inventory from off-site storage locations.
- Oversees Archives support, including responding to reference queries, processing requests, and digitizing documents as required; coordinates with the Archivist and/or the Collections Librarian to accept archives donations; accessions records; processes archival holdings and oversees the identification and preservation of historical records; manages vital records control.
- Prepares and consults with Operations Manager regarding annual review of disaster prevention plan and recovery procedures for the department.
- Prepares budget analysis, tracks financial transactions and expenditures, and reconciles and submits monthly statements; communicates with Financial Services and coordinates submission of various reports.
- Participates in the assessment of renewal and new records management and shredding vendor contracts; coordinates with Financial Services and Corporate Services on processes related to Access Copyright contracts; liaises with Information Technology Services to troubleshoot Records Management and Copyright Tracking database issues, and suggests programming changes.
- Oversees building walk-throughs, ensuring cleaning standards are maintained and building deficiencies are reported and addressed by Facilities Services department. Reviews submissions for operational requisitions (e.g., furniture, equipment, supplies, systems, and maintenance) and oversees related delivery logistics.
- Coordinates the scheduling of Research Help Desk support, ensuring operational effectiveness and service delivery.
- Supports, plans and reports out on employee engagement activities; develops content for internal communications. Participates in and supports department recruitment activities as required.
- Prepares and maintains Library statistics for provincial and national surveys.
- Occasional travel may be required.
- Performs related duties as assigned.

**Qualifications**

**QUALIFICATIONS**:
**Definition**:
The qualifications section for this position was developed using the approved job evaluation plan, agreed to between the BCGEU and BCIT. The qualifications represent the minimum qualifications required in the future (i.e. to be reflected in job postings) and do not reflect the incumbent’s existing qualifications.
- **Education**:

- Completion of Grade 12, plus completion of a two-year accredited Library and Information Technology Diploma. Requires a certificate in Records Management.

**Experience**:

- Two years’ general experience plus six years’ practical, current experience in a similar position in a library or records management setting including 4 years of supervisory and leadership experience.

**Software/Computer Application(s

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