Circulation and Collections Assistant

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Pub Svc Library Asst 4 (Gr8)

Job Title

Circulation and Collections Assistant

Department

UBC Library I Woodward Library I Circulation

Compensation Range

$4,739.00 - $5,102.00 CAD Monthly

Posting End Date

June 4, 2025

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

Job End Date

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.

Job Summary

Open and closes Woodward Library as required. Works scheduled shifts at the Information desk to provide circulation services and respond to directional and information queries. Works on reference service as required as well as providing support to the AskAway provincial reference service. Administers and coordinates financial activities related to daily financial transactions. Performs daily cash reconciliation, cash deposits, reviews pertinent financial activities. Provides overdue appeal services to patrons. Verifies, updates, and corrects holding and item records in Voyager, and refers inaccuracies in bibliographic records to Technical Services. Works on collection management projects, including weeding, book moves, and storage maintenance. Processes gift items received by the library. Performs other duties related to the qualifications and requirements of the job.

Organizational Status

Works under the general direction of the Woodward Library Circulation and Office Manager and reports to the Circulation Supervisor on matters related to circulation. Works closely with Woodward Librarians on matters relating to collection management. Interacts extensively with Technical Services on matters related to library records. May assist the Circulation Supervisor in training and supervision of junior staff and students. Participates on teams and working groups relating to matters of circulation and collections.

Work Performed

Circulation/Reference:

- Opens and closes library. Deals with all problems and/or emergencies that may occur when working as the sole or as one of two permanent staff members during evenings and weekends. Interprets and ensures compliance with organizational rules, policies, and procedures, evaluating and making authorized decisions regarding situations requiring deviation or exception from normal procedures at the branch.
- Does daily cash reconciliation from cash register receipts. Prepares bank deposits on a regular basis according to UBC guidelines. Performs regular cash transactions evaluations, shares oversight, and submits annual reports. After reviewing and assessing pertinent financial documents, finalizes activities related to monthly cash transaction deposits. Coordinates cash deposits with Brinks.
- Working with the Overdues, ILL/DocDel and Circulation Supervisor, provides overdue appeal services to library users by responding to queries about overdues and fines. Reviews overdues queries and fine appeals by examining circulation logs and other relevant reports. Makes exceptions to waive or adjust fines as needed. Searches online for publisher pricing for replacement copies of lost items. Participates on committees and in meetings concerning overdues if required.
- Creates and maintains daily desk schedule according to circulation staff member’s shifts and duty or meeting commitments.
- Provides technical and administrative support for in-person or online teaching by librarians as needed.
- As part of the Information Desk team serves on a rotating basis on the Local Health and Safety Committee and as a fire warden.
- Works at the Biomedical Branch Library (BMB) or other library locations to provide short-term backup/support as required.

Collections:

- Performs library catalogue maintenance by verifying, updating, or withdrawing catalogue holdings or item records in accordance with the established guidelines. For serials, follows NISO Standards when changing/correcting/modifying records. Must be familiar with MARC record fields in order to correctly identify and request added information by Technical Services cataloguers.
- Corrects holdings and item records in the library catalogue where possible. This includes investigating, interpreting and analyzing problem records as well as communicating with Technical Services staff to clarify record holdings. Informs Technical Services cataloguers of discrepancies and inaccuracies in online bibliographic records.
- Under the direction of Woodward Librarians carries out collection management projects (e.g. collection moves, deselection), including establishing priorities and schedules, and developing procedures. Makes appropriate changes regarding designation of materials wh