Reference Specialist Toronto , ON


Reference Specialist

Date Posted: 09/08/2021
Req ID:14541
Faculty/Division: Library
Department: Music Library
Campus: St. George (Downtown Toronto)


About Us:

The University of Toronto Libraries system is the largest academic library in Canada and is consistently ranked in the top ten among academic research libraries in North America. The system consists of 42 libraries located on three university campuses: St. George, Mississauga, and Scarborough. This array of college libraries, special collections, and specialized libraries and information centres supports the teaching and research requirements of over 300 graduate programs, more than 70 professional programs, and about 700 undergraduate degree programs. In addition to more than 15 million volumes in 341 languages, the library system currently provides access to millions of electronic resources in various forms and over 31,000 linear metres of archival material. More than 150,000 new print volumes are acquired each year. The Libraries' data centre houses more than 500 servers with a storage capacity of 1.5 petabytes.

Your Opportunity:

The University of Toronto Music Library is located inside the Faculty of Music’s Edward Johnson Building, and contains the largest music research collection in Canada. We enjoy a friendly and respectful team atmosphere with a strong service orientation toward our musical community. As part of the central University of Toronto Libraries (UTL) system we build partnerships with colleagues to strengthen our print and digital collections, workflows, and services.

Reporting to the Head of the Music Library, the Reference Specialist provides reference services to library patrons, including faculty, staff, students and members of the external community. Responsibilities may include: assisting in collection maintenance and creation of reference tools; providing support to special collections; providing training to patrons or to other staff and/or providing administrative support to training activities; assisting with the creation, updating and distribution of library publications; booking material; cataloguing; and providing basic technical support for public workstations. May also perform a wide range of other duties and provide back-up for other staff.

Duties and Responsibilities will Include:

Reference Services: Assists patrons with selecting and using reference sources such as the library catalogue, as well as a wide range of online and print reference sources. Helps patrons understand library services, procedures and policies as well as the process of searching for information, or may make referrals. Provides leadership in enforcing regulations about appropriate conduct in the library. May also provide support to special collections. Services may be provided in person, by telephone, by letter or via e-mail. May perform other related duties.

Reference Collection Maintenance: May assist in maintenance of a collection. This may involve such activities as shelving/reshelving, shifting, reboxing/rewinding, basic splicing of damaged reels, record keeping, retrieving and taking items to storage; routine maintenance for microtext machines; processing and describing newly received items; preparing material for binding; bundling newspapers at the end of the year for storage; withdrawing items from the online catalogue; recommending items for weeding from collection; and occasionally suggesting materials for acquisition. May assist in the creation and maintenance of a variety of digital and print reference tools.

Other Reference Duties: May schedule staff at the information or reference desk.

Training Activities: May deliver in-class or one-on-one instruction in using the library catalogue, basic web searching and finding journal articles. Training is done either from a common script or from a basic lesson plan developed by the incumbent. May train other staff who provide telephone information assistance. May train patrons or provide instruction to staff in using equipment. May provide administrative support for a training program, including: scheduling instructors, booking classroom space, assembling handout packages, making arrangements for classroom set-up, maintaining records and compiling statistics.

Publications: May update and assist with creating instructional and departmental web pages, brochures and documentation. May maintain the library’s supply of brochures, as well as communication software and documentation, re-stocking when necessary. May be responsible for distributing printed and electronic materials to other libraries. May create and post signage for a department/building.

Booking A/V Material: May arrange and reserve A/V materials for faculty, staff and students; may locate and book outside materials; may coordinate requests for A/V materials with classroom and equipment needs; and may arrange for couriers and associated billing where required.

Cataloguing: May catalogue acquisitions, maintain bibliographic files, provide information for labeling/shelving and contact the Cataloguing Department as required.

Other Duties: Provides back-up to librarians and other staff as required, and assists with a wide range of special projects. May also be required to: assign work to student assistants, provide workflow leadership, training and scheduling, and handle related record-keeping; serve on library committees and assist with committee projects; assist with preparations for exhibits and special events; negotiate/oversee exhibition rights agreements; conduct tours; create databases; compile departmental statistics; prepare reports; process inter-library loan requests; order supplies; recommend revisions to policies and procedures; and provide circulation desk services. May act as Library contact for Library Services to Students With Disabilities or troubleshoot for basic problems on public computing issues. May perform administrative tasks such as word processing, data input, maintaining filing systems, ordering supplies, processing payments, arranging for equipment maintenance, and compiling information on departmental leaves.

Required Qualifications

Formal Education: University graduation required; or an equivalent combination of education and experience. Music degree preferred.

Experience: Minimum of two years related experience required; public service experience in an academic library and an advanced knowledge of the university library’s online catalogue required; knowledge of the University structure, library’s local system and library web pages required; knowledge of various cataloguing formats may be required; experience providing instruction and staff training desirable. Extensive musical training preferred.

Skills: Working knowledge of word processing and e-mail software required; experience with spreadsheet software and web design preferred; may also require familiarity with presentation software, scheduling software, graphics software, scanning software, relational database software and other applications. Working knowledge of languages other than English, or of cataloguing a particular subject area or format, may be required; may be required to operate TV and A/V equipment; may require some knowledge of computer LANs and hardware for troubleshooting basic problems; may require knowledge of media sources.

Other Skills: Experience working with music library special collections preferred: sound recordings in all formats, musical scores and sheet music. Demonstrated commitment to the values of inclusivity, diversity, equity, and accessibility.

NOTE: Hours of work include occasional evenings and Saturdays on rotation

Closing Date: 09/20/2021,11:59PM ET
Employee Group: CUPE 1230
Appointment Type: Budget - Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone: CUPE 1230 (4U) - Step 1: $65,477 - Step 2: $68,040 - Step 3: $70,724
Job Category: Library Services

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

Diversity Statement
The University of Toronto is strongly committed to diversity within its community and especially welcomes applications from racialized persons / persons of colour, women, Indigenous / Aboriginal People of North America, persons with disabilities, LGBTQ2S+ persons, and others who may contribute to the further diversification of ideas.

As part of your application, you will be asked to complete a brief Diversity Survey. This survey is voluntary. Any information directly related to you is confidential and cannot be accessed by search committees or human resources staff. Results will be aggregated for institutional planning purposes. For more information, please see

Accessibility Statement
The University strives to be an equitable and inclusive community, and proactively seeks to increase diversity among its community members. Our values regarding equity and diversity are linked with our unwavering commitment to excellence in the pursuit of our academic mission.

The University is committed to the principles of the Accessibility for Ontarians with Disabilities Act (AODA). As such, we strive to make our recruitment, assessment and selection processes as accessible as possible and provide accommodations as required for applicants with disabilities.

If you require any accommodations at any point during the application and hiring process, please contact
All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Apply via the University of Toronto Careers Website:

Closes: 20 September, 2021

University of Toronto Libraries
Toronto , ON