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Library Services Assistant-Collections-UBC Okanagan Campus Library (Kelowna, BC)

This is an exciting time to join UBC's Okanagan Campus Library! With a major renovation and expansion to the campus Library opening in Fall 2018 we are doubling in size, and are growing our team to animate new services and spaces. We are a vibrant and diverse group that values collaboration, flexibility, and creativity, and we are looking for candidates who will welcome an opportunity to work closely with students, staff, faculty and community members.


Forms a core part of the Collections Team, which is responsible for all aspects of the control of bibliographic, archival, and records holdings. Specific responsibilities include acquiring library materials, maintaining library collections (including special collections), processing gifts-in-kind, maintaining catalogue records, contributing to archival and records management, and contributing to special projects under the direction of the Archivist.

Responsibilities weighted toward contributing to archival management and processing gifts-in-kind. Provides backup to other Collections Team members.

Also as part of the library service team, provides information and borrowing services to library users.


As part of the Collections Team, the incumbent is under the supervision of a Library Service Coordinator and reports to the Archivist. Also takes direction from the Collections Librarian and works with other members of the UBCO Library staff and the public. Participates in team activities, such as meetings, training, and skills-building events. 


1. Provides assistance to the Collections Team:

  • Maintaining statistics and creating reports as required.
  • Creating simple catalogue copy for materials that will be sent to the cataloguing division.
  • Editing and maintaining catalogue records.
  • Processing materials for circulation.
  • Un-packing and sorting incoming acquisitions, mail, and deliveries.
  • Sending material to Central Technical Services as necessary.
  • Reconciling purchase orders with the Financial Management System (FMS) ledger for acquisitions; monitoring payments in FMS to ensure correct payments have been issued on correct amounts.
  • Preparing purchase orders and invoices for payment, including the assignment of the fund code account numbers.
  • Filing invoices as necessary 

2.  Archival Management:

  • Coordinating the purchase of archival items and supplies as necessary.
  • Coordinating the processing of gifts-in-kind including liaising with third party appraisers, as required.
  • Tracking items sent for cataloguing.
  • Identifying bibliographic materials found in archival aggregations and referring for cataloguing within the Collections Team, as appropriate.
  • Acting as one of the main contacts for conservation/preservation needs.
  • Filing gift-in-kind paperwork with Library Development 

3.  Archival Collection Maintenance:

  • Repairing damaged and fragile archival items as necessary and appropriate.
  • Identifying damaged items beyond repair.
  • Basic arrangement and description, including producing reports as needed.
  • Responding to missing items, and mis-described or under-described archival items as identified in the inventory process or by researchers.
  • Affixing barcodes to archival boxes and entering data in preparation for storage in the vault.
  • Updating archival holding records, item records, and control numbers in Voyager.
  • Reorganizing archival material stored in the vault.
  • Updating and converting inventories and lists of archival materials through finding aids and other databases as appropriate.
  • Developing and maintaining an inventory of historical photographs.
  • Physically rehouses photographs in appropriate archival storage.
  • Re-foldering, re-boxing and labeling archival material including textual documents, audiovisual items, photographs, architectural plans, and artefacts.
  • Assisting in basic physical processing of archival material by unpacking and conducting a preliminary sort of incoming material, labeling folders and boxes and participating in the preparation of the finding aid.
  • Preparing loan documents and condition reports for exhibition loans. 
  • Following conservation best practices, preparing archival materials for in house and external exhibitions.  This includes preparing items for transportation, creating custom boxes and liaising with the receiving gallery/curator.
  • Assisting the Archivist with development of exhibitions, including selections items from the photographic collection and other archival material.

4.  Digital Asset Maintenance:

  • Performing quality control, investigating, and resolving/responding to basic problems for electronic representations of archival holdings including finding aids, metadata, Voyager records, and ICA-AtoM records.
  • Creating and implementing basic archival workflow and best practices for archival processing and metadata attachment to ICA-AtoM.
  • Troubleshooting ICA-AtoM glitches and escalating issues to the Archivist, as needed.
  • Entering file names and dates in AtoM for archival holdings using Rules for Archival Description (RAD) naming and date conventions.
  • Facilitating batch upload of digital objects and descriptive information to AtoM, UBC Open Collections, and/or other web-based interfaces.
  • Preparing descriptive metadata to Dublin Core and MODS standard for archival objects identified for online display.
  • Compiling digital packages for public upload or internal deposit, including managing digital preservation using Archivematica.
  • Receiving, assessing, and assisting in preliminary processing of born-digital archival deposits.

5.  Service Desk:

  • Providing library assistance at a Service Desk.
  • Creating a positive and welcoming customer service environment for all library patrons.
  • Answering reference questions using UBC Okanagan Library resources including the catalogue, online databases and electronic resources; referring questions to subject specialists and/or other campus departments, as appropriate.
  • Answering questions concerning library resources and services; providing assistance to patrons using library resources and technology.
  • Explaining library policies and procedures to patrons; reporting problems to designated individuals or departments.
  • Providing circulation services, such as charging, renewing and discharging items.
  • Creating and updating patron records, accounts and item records, including the creation of brief item records and barcode maintenance.
  • Opening and closing the Library.
  • Accepting fine payments, including processing debit transactions.
  • Shelving library material and assisting with ongoing stacks maintenance.
  • Assisting librarians with orientation or instructional sessions; preparing support or instructional materials for students and faculty as directed; completing reference projects as assigned.
  • Participating in team meetings, including ongoing training sessions.

6.  Provides backup to the other members of the Collections Team

  • Supporting the acquisition and maintenance of monographs, audiovisual and e-resources.
  • Supporting the acquisition and maintenance of serials.
  • Supporting the acquisition and maintenance of special collections.
  • Supporting records management.

7.  Performs other duties as assigned.


Errors in judgment, untimely or inaccurate advice and inappropriate decisions by not following well documented procedures or policies could reflect negatively on the Library. Errors in judgment relating to collection projects such as weeding and inventory could negatively impact faculties' ability to locate items required for research and teaching at UBC. Failure to process payment in a timely manner may result in minor financial penalties and/or unnecessary suspension of access to resources.


The incumbent is supervised by a Library Service Coordinator along with the Archivist. Will take direction and guidance from the Collections Librarian or other supervisory staff relating to work assignments or library projects. Majority of work is directed by the Librarian and will be consulted if unusual problems arise.


This position does not supervise staff.


Completion of a two-year Library Technician Diploma or Archives and Records Technician Diploma or Certificate. Over two (2) years' recent experience in records management, archival management, or academic library technical services or acquisitions department is preferred; or an equivalent combination of education or experience may be considered. 


  • Knowledge of library policies and procedures.
  • Knowledge of archival conventions is an asset.
  • Knowledge of using an integrated library system.
  • Knowledge of library cataloguing standards is an asset.
  • Computer experience and effective keyboarding skills are required.
  • Experience using standard workplace software such as MS Word, Excel, and database applications at an advanced level.
  • Accuracy and attention to detail.
  • Ability to communicate effectively verbally and in writing.
  • Ability to deal with a diversity of people in a calm, courteous, and effective manner.
  • Ability to prioritize work and meet deadlines, and work in a team environment.
  • Ability to exercise tact, courtesy, discretion and sound judgment.
  • Ability to follow and carry out instructions.
  • Ability to operate the normal range of library equipment.
  • Ability to work flexible hours, including evenings and weekends.

Equity and diversity are essential to academic excellence.  An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged.  We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person.

All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.

To apply for this position, please visit the following link:


Closes:  Friday, May 25 at 11:59 pm


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