Library Operations Supervisor - Public Services - Competition # 00357SA New Westminster , BC


Work Arrangements This regular full-time position is available December 3, 2018. Regular hours of work are 8:30 am to 4:30 pm, Monday to Friday at the New Westminster Campus.

  • Some travel to Coquitlam may be required.
  • A modified schedule may be available.

Direct Link to posting on the Douglas College Careers Site

Special Instructions to Applicants Interested applicants must ensure that a resume and cover letter are submitted online - first review will be November 23, 2018. Please ensure your resume clearly explains how you meet the required knowledge, skills and abilities of the position for which you are applying.

Qualified internal applicants shall be given first consideration in filling this position.

All candidates selected for interview will need to bring original certificates and diplomas of educational credentials noted on their resume.

The Role To provide administrative and supervisory support to functions within the Library to ensure high quality service delivery. Coordinates with other supervisors the functions performed by staff and liaises with faculty to facilitate effective operations. Responsible for overseeing the library’s public services and spaces in collaboration with relevant campus partners (e.g. Centre for Educational and Information Technology, Facilities).



1. Performs a variety of administrative support functions to facilitate effective operations.

a. oversees library circulation services including managing staffing levels and scheduling Circulation and AskMe (quick reference and technology support) services;

b. responsible for developing criteria, scheduling, generating and distributing a variety of reports pertaining to patron delinquencies, replacement bills blocking/unblocking on Banner, collection agency referrals and material replacement,

c. performs ILS (Integrated Library System) administration support including responsibility for patron record uploads, system backup, etc.

d. facilitates staff input into budgeting and department planning processes and participates in the planning process;

e. analyzes, plans, recommends strategies to increase the efficiency and effectiveness of operations together with new or existing activities/programs that can best meet student needs;

f. develops and revises policies, procedures and processes and ensures that operations performed by staff are consistent with college policies, library standards, copyright legislation, operations manuals and health and safety standards;

g. participates as a member of the Learning Resources Management Committee (LMRC) as well as other relevant Library and College committees;

h. analyzes and recommends staffing for new hours, activities and projects and manages auxiliary and student assistant budget in accordance with established guidelines;

i. analyzes, recommends and orders with regard to floor plan, furniture, fixtures, equipment and signage; liaising with purchasing, facilities, CEIT and outside vendors; manages stack/collection maintenance;

j. monitors expenditures against approved budgets, resolving discrepancies, responsible for petty cash, oversees cash register deposits;

k. responsible for documenting and implementing library specific emergency procedures for fire, earthquake and lockdowns; maintains library chemical inventory; provides Job Specific Safety Orientation & Training to all staff;

l. responsible for secure inventory of library keys.

2. Supervises the daily operation of positions under her/his responsibility.

a. applies the BCGEU collective agreement to daily decision-making within established standards;

b. oversees as well as performs all Public Services duties, including circulation and AskMe desk service;

c. supervises and mentors all staff and student assistants within the library;

d. facilitates and fosters a team environment, and works to resolve conflict and foster a positive work environment;

e. interviews, recommends to hire, and evaluates staff including providing orientation and ensuring the provision of appropriate training and professional development;

f. writes and updates staff job descriptions in consultation with other library supervisors, staff, and the Director, Learning Resources;

g. establishes and approves staff work schedules and time sheets;

h. coordinates, approves, and maintains records of vacation schedules and monitors other absences;

i. ensures adequate coverage for areas within responsibility, within existing budget parameters.

3. Performs a variety of tasks related to the provision of information to students and others.

a. responds to requests for services as well as student inquiries, directing students, employees and the public to appropriate personnel/procedures;

b. receives and resolves student, employee and public concerns and complaints and resolves fines disputes with patrons;

c. takes immediate action to resolve incidents of disruptive/inappropriate behaviours with students and employees in the library and files incident reports as per college policies;

d. directs and tracks data collection to support operational decision making, e.g. instructional services statistical analyses, patron type access to services, public service usage statistics.

4. Directs the day to day operation of all automated systems and tools used by the Public Services unit, in conjunction with the Borrower Services/Systems Librarian.

a. monitors and evaluates all automated systems used by the Public Services unit and oversees co-ordination between the systems and manual procedures; responsible for resolving technical issues that may arise;

b. trains staff on Integrated Library System circulation and booking modules as well as a variety of complex computer applications, including Banner, and other new technologies.

c. responsible for keeping up to date with new and existing computer technologies related to the work performed by the Public Services unit; i.e. Banner, Office 365, Sharepoint, Integrated Library System, Outlook, all online databases, etc.;

d. oversees and performs critical data uploads including patron record uploads; oversees and performs library system administration support such as assesses and troubleshoots library system upgrades.

5. Performs other related duties.

a. coordinates staff input into the development, evaluation and revision of library policies, procedures and vision;

b. maintains ongoing liaison with library faculty and other college personnel in order to facilitate effective operations;

c. backs up Operations Supervisors in Learning Resources.

SUPERVISION RECEIVED: Director, Learning Resources

SUPERVISION/DIRECTION EXERCISED: Hires, trains, evaluates, schedules, approves requests for time off, monitors attendance and performance, authorizes exceptional overtime to maintain library open schedule, plans, organizes, prioritizes, delegates, and schedules work; coordinates vacation, modified work schedules etc.; responds to student employee and public inquiries/concerns regarding procedures and policy; responds to library users and employees regarding conduct and safety concerns; makes operational decisions during absences of other library departmental supervisors at both campuses.

PHYSICAL ASSETS/INFORMATION MANAGEMENT: Oversees and maintains/monitors public use facilities and equipment including computers, book theft system, inventory of library keys; runs a variety of reports pertaining to circulation and collection control; gathers and reports statistics; assists with developing Library policy, implements Library and College policies; creates and implements procedures; maintains service records; maintains a variety of files and computer records; interprets and applies regulations and procedures; trains staff on new automated library systems.

FINANCIAL RESOURCES: Authorizes staff time sheets; manages student assistant budget; resolves financial disputes regarding overdue/lost library materials; refers students, faculty and community to collection agency, runs fines, overdues and replacement bill notices; collects fines and replacement fees and records sales on cash register; issues refunds; initiates purchase requisitions; signs for supplies at the Bookstore; co-ordinates and provides input to the college capital and operating budget process.

To be successful in this role you will need

1. A minimum of 5 years of experience in public service in an academic library setting and a Library Technician Diploma from an accredited program.

2. Excellent working knowledge of the English language (written and verbal), including speaking to small groups in informal or formal settings.

3. Superior working knowledge of library terminology, library administration and of routines and procedures in all library departments, together with a demonstrated ability to explain Circulation, Library and College policies and procedures to faculty, staff, students, and the community.

4. Proven supervisory and administrative abilities and organizational skills together with a demonstrated ability to plan and schedule work flow and train, evaluate and motivate employees within a union environment.

5. Proficient in circulation and media equipment services in an academic library environment together with a proven ability to collect, maintain, monitor and report budget figures and statistics.

6. Strong interpersonal skills including demonstrated ability to establish and maintain effective working relationships with administrators, faculty, staff and students.

7. Proven ability to recognize, analyze and resolve problems as well as use conflict resolution techniques to maintain high levels of customer service and team effectiveness.

8. Proven ability to develop and implement technical procedures and documentation.

9. Demonstrated ability to operate and troubleshoot standard office and library equipment such as photocopy machines, computers, printers, scanners, Library Security System, media equipment, cash register and related library equipment.

10. Proficient ability with a variety of computer applications including operating systems and networks and knowledge of the Internet, and the ability to train others.

11. Demonstrated ability to work independently with a minimum of direct supervision as well as establish priorities and achieve deadlines. Proven ability to manage highly detailed systems with multiple workflow streams, fluctuating workloads, changing priorities/deadlines with constant interruptions.

12. Experience with library space planning and the ability to recognize and remedy safety issues pertaining to the library’s spaces, stacks and equipment.

13. Demonstrated ability to manoeuvre heavy library materials and media equipment, stand for long periods of time, and monitor a computer screen for sustained periods.

Closes: 21 May, 2019

Douglas College
New Westminster , BC