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Library Services Assistant-Records Management--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 records management. 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.
  • Processing materials for circulation.
  • Un-packing and sorting incoming acquisitions, mail, and deliveries.
  • Sending material to Central Technical Services as necessary.

2.  Records Holdings Maintenance:

  • Receiving incoming boxes of records, including archival and inactive records.
  • Assessing, organizing, processing, and loading semi-active records into vault storage.
  • Using prepared documentation including forms, spreadsheets, and written procedures to track incoming and outgoing storage boxes.
  • Issuing records disposition notices to records owners according to schedule.
  • Documenting and filing records disposition actions; witnessing, documenting, and filing secure shred actions.
  • Barcoding records boxes.
  • Working with Records Management software.
  • Troubleshooting operational snags.
  • Communicating with Records Management Office, UBC clients and external vendors via email and phone.
  • Compiling unit statistical data as required.
  • Assisting with documenting internal library procedures and refining workflows, guidelines, and manuals.
  • Working with UBCO Archivist/Records Manager to update existing documentation and manuals.

3.  Digital Asset Maintenance:

  • Assisting UBCO Archivist/Records Manager in preparing and disseminating digital records governance documentation.
  • Liaising with IT to request, receive, and manage manifests of digital records inventories.
  • Assisting in functional classification projects using prepared classification schema, as required.
  • Mediating and tracking digital deposit of institutional records into Library shared drive space.

4.  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.

5.  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 archival management.
  • Supporting processing of gifts-in-kind.

6.  Performs other duties or projects as assigned.


Errors of 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 records management projects could negatively impact the university's ability to locate required institutional records at UBC.


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 or equivalent. Minimum one (1) years' recent experience.  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.


  • Ability to understand and apply records management policies, procedures and instructions with consistency.
  • Knowledge of library policies and procedures is an asset.
  • Knowledge of archival conventions is an asset.
  • Knowledge of using an integrated library system 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 for occasional periods of time in a temperature of 15 degrees Celsius and a humidity of 35% (few minutes every day or few days).
  • Ability to lift up to 20 kg of boxed materials and to push fully loaded records carts.
  • 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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