Branch Operations Supervisor
Library – Education, UBC Library | Vancouver Campus
Anticipated Start Date: May 29, 2019
The University of British Columbia Library is one of the largest academic libraries in Canada providing access to a collection of over 7M items. UBC Library has 14 branches and divisions on two campuses (Vancouver and Kelowna), including one off-site hospital library and the Irving K. Barber Learning Centre - a multi-purpose teaching and learning facility.
More than 300 knowledgeable employees – librarians, management and professional staff, support staff and student staff – provide users with the excellent resources and services that they need to further their research, teaching and learning. The UBC Library Strategic Plan 2015-2017 can be viewed at http://about.library.ubc.ca/strategic-plan/ To learn more about working with UBC Library and to explore our aspirational values visit UBC Library - Why work with us.
Assists and provides leadership in the development, delivery, supervision, and reporting of the Education Library's Borrower and Access Services, Collection Maintenance, and Public Service Areas. Performs complex duties in the areas of circulation, collection maintenance, overdues and fines. In co-ordination with Head, supervises staff and student employees. Co-ordinates and schedules service desk and tracks staff holiday and sick time requests. Works with Head to establish policy and procedures for operations in accordance with wider UBC Library policies and procedures. Oversees building facilities issues for the Branch.
Works mostly independently under direction of the Head, Education Library. Provides direct supervision of approximately seven support staff and four Student Employees. Works closely with Education Librarians. May work with employees in Library branches on committees or projects. Communicates with the Library Facilities unit as well as Building Operations.
1. Responsible for the overall supervision and administration of the daily operations of the Education Library Borrower and Access Services, and Collection Maintenance. Oversees the distribution of work; monitors the quality of work; conducts staff meetings as needed.
2. Performs and allocates to other staff as needed all local Branch duties; not handled centrally or online; related to overdues. Deals with fines appeals, claims-returned and inquiries regarding fines, according to UBC loans regulations and policies. Following established regulations and guidelines makes decisions to waive or adjust existing fines and consults with Head or Central Borrower Services as required.
3. Plans, oversees, implements and assists with general organization of the collection including shifting materials to accommodate growth and planned moves of Library materials.
4. In co-ordination with Head, provides input and makes recommendations for the recruitment and selection of staff; maintains personnel records; conducts onboarding and orientation; resolves personnel issues.
5. Co-ordinates Service Desk schedule, resolves complex scheduling problems, adjusts schedule as needed, tracks and reports staff holiday requests and sick time.
6. Monitors staff and student employee performance and provides feedback to Head for annual performance planning.
7. Reporting: Using available tools, generates and analyses data; writes reports as requested.
8. Performs financial transaction monitoring, reconciliation, and reporting related to Borrower Services.
9. Responsible for the collection and compilation of budget information relating to student employees. Administers the Education Library's Student Assistant budget. Prepares, maintains and submits all payroll records and timesheets.
10. Assists in the coordination of shelving and collection shifting projects.
11. Identifies problems; submits and tracks IT and / or Facilities tickets, follows up to completion.
12. Performs other duties related to the qualifications and requirements of the job.
CONSEQUENCE OF ERROR
Work is performed in accordance with broadly established procedures and practices requiring initiative to plan and complete recurring assignments independently, and judgement to determine which of many methods are applicable in any given situation. There are a variety of job tasks requiring ongoing prioritization. Responsibilities and work situations are broader in scope, with limited opportunity for standardized solutions.
Errors in judgement in the supervision of employees and operational oversight of Borrower and Access Services, Collection Maintenance, and Public Service Areas could negatively affect productivity and employee morale and the quality and level of service provided to faculty, students and patrons. Errors in monitoring student budget could result in inappropriate use of funds. Failure to follow university financial procedures could result in cash being vulnerable to theft or loss. Incorrect or late payroll submissions could result in errors or delay in employees' pay.
Works mostly independently; receives guidance, advice and supervision from Head.
Supervises approximately seven staff and four student employees.
High School graduation and two year Library Technician diploma. 4 years relevant experience or the equivalent combination of education and experience. Demonstrated ability to plan and execute workflow and to coordinate the work of staff to meet Branch requirements. Demonstrated supervisory, leadership and interpersonal skills. Ability to exercise judgement in the interpretation of policies and procedures. Dedicated to cultivating an inclusive environment that recognizes barriers faced by people and encourages and incorporates contributions from diverse groups and individuals. Works to build a team environment built on positive working relationships, provides guidance and resources to teams while trusting them to excel. Creates and contributes to a workplace environment that embraces curiosity, ideas, creativity and innovation and provides opportunities and flexibility to explore new initiatives. 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 analyze problems, identify key information and issues, and effectively resolve. Ability to make decisions and recommendations involving complex issues. Ability to exercise tact and discretion. Ability to work effectively independently and in a team environment. Must be able to work 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 view the complete job description and to submit an application, please visit the UBC Careers page at http://www.hr.ubc.ca/careers-postings/faculty.php by midnight on Tuesday May 28, 2019.