Job Description

Staff - Non Union

Job Category M&P - AAPS

Job Profile AAPS Salaried - Administration, Level A

Job Title Manager, Library Services

Department Public Services | Library

Compensation Range $5,063.67 - $7,294.50 CAD Monthly

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date May 24, 2023

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

Job End Date May 31, 2025

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

This position is responsible for managing the comprehensive, day-to-day delivery of public and access services at the Okanagan campus library. This includes, but is not limited to, circulation, overdues, course reserves, collection maintenance (stacks), interlibrary loans, document delivery, and general patron assistance. This includes responsibility for hiring, training, evaluating, disciplining, and termination of library services support staff and student employees, as well as organizational development and succession planning for the support staff complement. The manager is responsible for coordinating staffing resources and services, planning for staff coverage across all relevant functions, including evenings and weekend shifts.

This position works collaboratively with library stakeholders and the Planning & Operations Manager to establish operational procedures in accordance with Library and Campus policies.

Organizational Status
Reports to the Associate Chief Librarian, Engagement and Access. This position works independently with guidance from the Associate Chief Librarians and the Planning & Operations Manager. Work is reviewed regularly to ensure identified goals are achieved. The manager works closely with library coordinators, Heads, librarians and other supervisors in the Okanagan and Vancouver to ensure efficient and effective frontline services to patrons. Liases with staff and librarians to ensure that project work is identifies, distributed, and completed to the satisfaction of all stakeholders. Maintains a close relationship with UBC Library branches and staff, and is an active participant on UBC Library committees, teams, and working groups.

Work Performed

Manages a broad range of library services functions, resources and systems:

• Ensures all patrons (students, faculty, staff, and community) have exceptional access to Library services.
• Ensures that library support staff perform their duties in accordance with the Library Service Guidelines.
• Manages staffing resources to deliver frontline services (e.g., at the Library\xe2\x80\x99s service desk) and coordinate support for library projects.
• Oversees schedules, ensuring that they accommodate current library hours, service demands and budget, and adjusts schedules to accommodate staffing and service needs within budget.
• Writes, develops, and implements relevant policies and procedures, in consultation with library coordinators, Heads, librarians and other supervisors and managers, and oversees the maintenance of supporting documentation. This includes coordinating with colleagues in Vancouver to develop and implement Library-wide initiatives.
• Regularly communicates and consults with Heads, librarians, managers and staff to identify and investigate problems, to develop and implement solutions, and to create and maintain quality standards.
• Monitors, analyzes, reviews and evaluates existing workflows, procedures and outputs.
• Prepares reports in support of service evaluation by librarians and administrators.
• Develops and implements changes to address shortfalls and meet new and emerging needs. Is responsible for successful resolution of operational issues, involving library staff, as required.
• Ensures financial procedures are followed with respect to cash handling and reconciliation at the Library\xe2\x80\x99s service desk. Oversees financial activities such as daily cash receipts, fines, and guest copy card sales. Verifies monthly account reconciliation and deposits.
• Manages special projects as required, including introducing new operational processes. Develops project proposals and plans including costing, as necessary.
• Provides ongoing analysis of equipment and facility needs. Coordinates and communicates with Manager, Planning and Operations on work orders and purchases in order to facilitate repair, maintenance or installation of physical equipment and library facilities.
• Develops and manages human resource programs in areas of employee recruitment, staff orientation, and training and development for library services support staff and student employees. Conducts performance evaluations, and is responsible for staff discipline.
• Ensures compliance with all relevant collective bargaining agreements (e.g., BCGEU) and UBC HR policies.
• Reviews and directs workflows to find efficiencies and revise staffing levels based on short term needs. Forecasts long term needs, prepares business cases, and recommends operational changes to library administrators.
• Maintains current awareness of all aspects of library systems and technical services activities related to the Okanagan Library, as well as developments and issues related to library services more generally.
• Participates in strategic planning, forecasting and budget planning initiatives. Contributes to planning for key service initiatives in the Library to adapt to changing trends and technologies.
• Performs other related duties as required.

Consequence of Error/Judgement
This is a key position with considerable responsibility and requiring a high degree of discretionary judgement, initiative, tact and discretion. Works independently to deliver on agreed upon objectives and goals. Errors in judgement may result in significant monetary loss, collection loss, health and safety issues and staff, patron dissatisfaction and negatively affect the overall reputation of the Library. Failure to follow Human Resources practices, policies and procedures, could result in a breach of the collective agreement or the Employment Standards Act thus leading to grievances and/or financial loss. Maintenance of confidentiality is required at all times.

Supervision Received
Works autonomously under clear and defined objectives from the Associate Chief Librarian, Engagement and Access. Work is reviewed in terms of achievement of goals as determined by the Associate Chief Librarian. The Associate Chief Librarian relies heavily on the Library Services Manager to keep abreast of issues and trends, to identify areas of concern and to provide strategic guidance.

Supervision Given
Manages Library services support staff, including Library Coordinators and students. This position is responsible for hiring, training, discipline and termination.

Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of two years of related experience, or the equivalent combination of education and experience.

- Willingness to respect diverse perspectives, including perspectives in conflict with one\xe2\x80\x99s own

- Demonstrates a commitment to enhancing one\xe2\x80\x99s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Required Qualifications

• Ability to communicate effectively with a wide variety of individuals including faculty, staff, students and community borrowers.
• Demonstrated supervisory experience in managerial and leadership roles, interpreting collective agreements and providing human resources support in a unionized environment.
• Advanced computer skills with competency in Microsoft products (Word, Excel, Outlook, Powerpoint).
• Ability to work flexible hours, including evenings and weekends.
• Ability to work both independently and within a team environment.
• Ability to exercise tact, discretion and confidentiality.

Preferred Qualifications

• Knowledge of library systems, library services, space planning and management, and health & safety regulations.
• Familiarity with human resources and payroll policies and procedures and relevant staff agreements in an academic library setting.
• Effective oral and written communication, interpersonal and organizational skills.
• Ability to develop and implement staff training programs.
• Ability to work under pressure to meet deadlines.
• Ability to plan and implement workflows that meet departmental requirements.

University of British Columbia