Responsible for the training, scheduling, and supervision of all Library Assistant and Student Assistant functions. Supervises circulation functions; reproduction services; gift processing; shelving, shelf moves, and inventories; the general maintenance of RBSC physical facilities; and the day-to-day security of the Division. Compiles and reports RBSC statistics. Prepares monthly and yearly reports on reproduction services revenue. Writes letters, prepares forms, and coordinates shipping for gifts and exhibition loans. Implements both general Library and RBSC's policies and procedures as they affect the Library Assistants. Liaises with Digital Initiatives (DI) unit to coordinate digitization activities and the transfer of material to and from DI, and works with Permissions coordinator to assist with patron-driven digitation requests. Assists with RBSC outreach activities.
Works independently and organizes own work routines under the general supervision of the Rare Books and Special Collections Librarian or designate. Trains and supervises support staff. Communicates with staff in Technical Services Division regarding technical problems.
1. Supervises, trains and schedules support staff and student assistants and coordinates their activities and distribution of tasks including; their work at the Public Service Desk, paging activities, circulation functions, shelving and stack maintenance, labelling and bar-coding of books and pamphlets, and copying and digitising using a variety of processes. Helps develop and implement new procedures.
2. Provides performance feedback concerning staff to the Head of RBSC and participates in the performance evaluation of staff. Participates in the selection of staff.
3. Liaises with Digital Initiatives (DI) unit to coordinate regular and on-demand digitation activities and the transfer of materials to and from DI, and works with Permissions coordinator to assist with patron-driven digitization requests.
4. Works at the Public Service Desk as scheduled. Assists users and provides basic reference service, referring questions requiring more specialized knowledge to a Librarian or Archivist.
5. Maintains vacation, attendance and sick leave records for all support staff in RBSC. Develops the vacation schedule for the approval of the RBSC Librarian in consideration of the needs of RBSC and co-ordinates vacation schedules with University Archives.
6. Assists the RBSC Librarian in producing the annual student assistant budget and tracking its expenditures. Prepares and maintains all payroll records and time sheets for student assistants. Monitors and evaluates student assistants' performance and takes appropriate action if problems exist.
7. Compiles and reports RBSC circulation, reference, gate count, and collection growth statistics.
8. Reconciles and records revenue from RBSC reproduction services at the end of each month. Prepares monthly revenue report for Copy Services division and yearly revenue report for RBSC Librarian. Processes cheques received in division.
9. Manages the RBSC filing system at a practical and conceptual level by ensuring the accuracy and relevancy of filing categories. Makes decisions regarding updates and revisions to the file list.
10. Under the direction of the RBSC Librarian maintains liaison with the Cataloguing Unit in relation to gift processing, serials and other catalogue records. Performs item and holdings maintenance duties for RBSC. Supervises Technical Services staff when they are temporarily assigned to processing or cataloguing work in RBSC.
11. Transfers material between other UBC Libraries and RBSC, and between RBSC locations, and updates location records as required.
12. Adds manuscript boxes and other RBSC materials to the ASRS. Monitors storage availability in the ASRS. Performs basic troubleshooting and consults with IKBLC circulation regarding more serious ASRS problems.
13. Supervises gift processing and shelving, and shipping of gift materials to and from Cataloguing Unit. Drafts letters to donors and prepares gift agreements, appraisal forms and approval forms. Liaises with donors to coordinate shipping of gifts from donors to RBSC.
14. Supervises shelving and maintenance of the stacks, shelf moves and inventories of the physical collection.
15. Oversees preparation of the supply orders for Rare Books and Special Collections including University Archives' orders. Orders stationery supplies when necessary.
16. Supervises the general maintenance of Rare Books and Special Collections physical facilities (e.g. equipment in RBSC, lighting, trouble calls to Physical Plant, etc.).
17. Trains staff and students in the operation of the RBSC online circulation system, issues and verifies Community RBSC Borrowers Cards.
18. Assists librarians and archivist with coordination of classes, tours and orientations.
19. Supervises the day-to-day security of RBSC. Ensures that RBSC security policies are being enforced. Maintains reports of lost or missing items.
20. Performs other duties related to the qualifications and requirements of the job.
Works under the general direction of the Rare Books and Special Collections Librarian or designate.
Supervises support staff and student assistants.
Consequence of Error/Judgement
Errors may result in failure to train staff correctly, errors in catalogue and archival records, budgeting and the general operations and security of Rare Books and Special Collections.
High School graduation and two year Library Technician diploma. Knowledge of library systems, policies and procedures. 4 years relevant experience or the equivalent combination of education and experience. Experience in serials and cataloguing and with rare books and special collections an asset. Computer experience required (MS Office, Voyager, HTML and Dreamweaver preferred). Experience in web maintenance an asset. Ability to communicate effectively verbally and in writing. Ability to organize and prioritize and work effectively under pressure to meet deadlines. Ability to deal with a diversity of people in a calm, courteous, and effective manner. Ability to provide quality service to customers in a courteous, patient manner. Ability to effectively recruit, train, supervise, and motivate employees. Ability to operate a normal range of library equipment. Ability to use word processing, spreadsheet, and library database applications at an intermediate level. Ability to maintain accuracy and attention to detail. Ability to exercise tact and discretion. Ability to work effectively independently and in a team environment. Ability to lift up to 20 kgs of boxed materials and climb 5 feet high rolling ladders. Ability to plan and coordinate work to meet unit requirements. Ability to handle fragile and rare materials in an appropriate manner. Ability to work a five-day work week. Ability to work evenings and weekends as required.
University of British Columbia - 11 months ago
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