Staff - Union
CUPE 2950
CUPE 2950 Salaried - Pub Svc Library Asst 3 (Gr6)
ILL & Circulation Assistant
UBC Library I Law Library I Reference
$4,449.00 - $4,676.00 CAD Monthly
September 1, 2026
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
Ongoing
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 Description Summary
Performs complex duties and is responsible for interlibrary loans, website activities, signage, in-house library displays, digital signage, and other publications. Performs complex duties in acquisitions, circulation, technology troubleshooting, and administrative support. During evening and weekend work, serves as the sole desk attendant and is responsible for all issues related to patron service, the coordination of student assistant activities, and emergencies.
Organizational Status
Interacts and communicates with employees in the Law Library and other UBC Library branches and units, faculty, students, members of the public, other departments on campus, and external vendors and service providers. Acts as liaison with Interlibrary Loans, UBC Library Communications, and IT. May represent unit regarding websites and digital signage matters.
Work Performed
Coordinates the Law Library’s interlibrary loan services and performs detailed routines related to ILL operations. This involves a fee-for-service operation and resource-sharing agreements that UBC has with other institutions. Receives requests, interprets citations, retrieves requested materials, photocopies, scans, invoices, and delivers materials. Determines appropriate sources and may initiate requests for library materials for Allard School of Law students and faculty members.
Oversees document delivery service of materials not owned by UBC Library for Allard School of Law Faculty members. Receives requests, interprets citations, and places requests for Faculty.
Performs moderately complex duties in creating signs, posters, table tent signs, and related materials, using MS-Office and other publishing software (including but not limited to Pixlr online, Photoshop, iMovie, and Canvas). Ensures physical, digital, and virtual signage and materials are current, clear, visually appealing, and follow branding conventions and guidelines, as appropriate. Consults and interacts with UBC Library Communications’ resources and services, including the Confluence page for Library brand compliant signage templates or any other system-wide downloadable signage. Interacts with Allard School of Law Communications, as appropriate. Acts as the Law Library’s liaison for signage and publications.
Responsible for the Law Library’s in-house displays, and publications. Creates displays for the Law Library’s bulletin boards, display cases, and physical signage. Formats provided content, initiates ideas, creates original content, selects materials, physically produces and installs content. Oversees the production and distribution of in-house publications. Updates displays and signage to keep information current and follows branding conventions and guidelines, as appropriate.
Contributes to the maintenance of in-house displays related to UBC Library content. Works with the UBC Library Communications team, following established processes, to support the distribution or posting of UBC Library materials or content, consistent with UBC Library branding and the Communications Team’s guidelines.
Creates displays and messages for the Law Library’s digital sign. Formats provided content, selects materials, and creates original content as appropriate. Follows established branding conventions and guidelines.
Assists in maintaining the Law Library’s website. Creates, edits, and maintains web pages following guidelines for the UBC Library website. Creates original content as appropriate, updates and edits existing content, uses statistics software and specific site maintenance tools, and checks links and graphical elements for functionality. Where appropriate, converts print publications to web publications. Participates in developing guidelines for the Law Library website and maintaining knowledge and awareness of changes to procedures, branding, or guidelines. Provides graphic and web design assistance to librarians at the Law Library who teach Legal Research and Writing courses using online modules.
Performs moderately complex work at the circulation desk as scheduled which may include evening and weekend shifts. Charges and discharges library materials and equipment. Checks returned materials for holds, damage and completeness. Places holds, recalls, storage requests, and processes rush cataloguing requests. Assists patrons in completing processes related to equipment lending, guest IDs, and other activities related to access.
Performs library opening and closing procedures as assigned. Monitors library security gates. Receives, reports and responds to information relating to thefts and other incidents. Contacts Building Operations, Campus Security and/or, RCMP for emergency, safety, security and health issues. Contacts Building Operations for routine maintenance/repairs, and keeps a log of repair requests. Submits requests using Planon and follows up when necessary. Maintains general appearance of library unit and ensures supplies for the public use are stocked. Monitors and reports on equipment condition.
Provides information and reference assistance to users at a Law Library service point. This may include conducting reference interviews and assessing user needs, assisting users to locate resources, searching for needed information in a full range of resources in all formats and instructing users on how to use resources. May participate in UBC Library’s online chat reference service. Assists with library orientations and tours as required.
Accepts and responds to queries on library policies and procedures. Explains and enforces library policies and procedures. Answers directional and information questions regarding library holdings. Interprets patron and circulation records. Assists with accessibility needs of users.
Coordinates the work of student assistants when working evening and weekend shifts.
Performs basic troubleshooting on Law Library equipment including copiers, printers, computers, micro reader/printer, and staplers. Stocks, cleans, and provides operational assistance on this equipment and reports problems as needed.
Orders, organizes, and maintains office supplies.
Provides administrative support to a wide variety of projects. Organizes, formats, and maintains files and documents. Gathers, records, compiles, reports, maintains, and generates reports related to statistics of varying types. Records minutes of staff meetings.
Performs complex monograph acquisitions duties including pre-order searches for library materials. Finds and copies bibliographic records from Libraries and Archives Canada and the Library of Congress to create online order records. Creates original cataloguing if required. Places orders, distributes the purchase orders to the appropriate vendors and receives purchase orders from Collections Services.
Receives non-GOBI monographic items from vendors, receives invoices and forwards them to Library Finance for payment processing. Physically prepares books for cataloguing (e.g., stamping, tattletaping), and sends the books to Collections Services. Identifies, investigates, and resolves damaged or missing items, receiving errors, and bibliographic changes.
Participates in project work and performs other duties related to the qualifications and requirements of the job.
Consequence of Error/Judgement
Works under general supervision and within established methods and procedures with latitude for organizing work, exercising judgement, and exercising creativity. Errors in judgement related to public service interactions may result in poor user experience. This can have a negative impact on the Law Library’s image and reputation, including, relations with the Allard School of Law. Circulation work is monitored to ensure adherence to library policies and procedures. Tasks are clearly defined, and unusual problems are referred to the Head, Law Library. Works independently during evening and weekend shifts.
Supervision Received
Position is accountable to the Head, Law Library (or designate) and receives daily supervision from the Law Library Technical Services Supervisor relating to personnel and acquisitions matters. Receives general direction from the Senior Circulation Assistant on circulation and shelving related duties. Performance reviews are conducted by the Head, Law Library or designate.
Supervision Given
May explain work procedures to new or inexperienced staff. Oversees the work of student assistants when on evening and weekend duty to ensure that assigned tasks are completed. Reports unresolvable circulation issues to the Senior Circulation Assistant.
Minimum Qualifications
High school graduation, plus two-year Library Technician diploma, and three years of related experience or an equivalent combination of education and experience.
Willingness to respect diverse perspectives, including perspectives in conflict with one’s own.
Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion
Preferred Qualifications
Completion of relevant graphics, design, display, photography, and web design courses. Experience with web design maintenance of database driven websites. Solid working knowledge of computers and related web editing tools. Knowledge and experience with operations of Windows based computer programs, printers, and other system related equipment and communication networks an asset. Knowledge of relevant integrated library system modules (e.g. Voyager Circulation and Acquisitions and Relais) preferred.
Ability to effectively use word processing, spreadsheet, database, Internet, electronic mail, desktop publishing, local area networks at an advanced level (MS Office, Word Press, Wiki, Adobe Professional and Photoshop) preferred.
Ability to operate the normal range of library equipment. Ability to communicate effectively verbally and in writing.
Ability to provide quality service to library users in a courteous, patient manner. Ability to resolve library user complaints in a calm, non-confrontational manner, and by exercising sound judgement. Ability to remain calm, decisive, effective, and safe in emergency or crisis situations.
Ability to understand and apply policies, procedures, and instructions. Ability to analyze and interpret data, determine implications, and provide recommendations. Ability to make thoughtful, informed and thorough decisions. Ability to analyze problems, identify key information and issues, and effectively resolve. Ability to interact with a diversity of people in a calm, courteous, and effective manner.
Ability to manage multiple tasks and priorities. Ability to maintain accuracy and attention to detail. Ability to exercise tact and discretion. Ability to work both independently and within a team environment. Ability to lift up to 20 kgs of boxed materials and to push fully loaded book trucks. Ability to work a five-day work week including evening and weekend shifts as required.
Ability to build and maintain productive relationships and work collegially with a diverse population of Library employees and users in keeping with the UBC Respectful Environment Statement. Takes initiative in learning about language and issues relating to equity and diversity. Ability to recognize, respect and work effectively with individuals and groups with diverse perspectives and backgrounds, and to appreciate their contributions. Ability to develop and maintain cooperative and productive working relationships and engage in workplace culture. Committed to demonstrating respect to colleagues at every level by trusting in their abilities and their knowledge to perform their roles and earning respect through meeting commitments.
