Manager, Music, Art & Architecture Library Vancouver , BC


Manager, Music, Art & Architecture Library

Music, Art & Architecture Library, Irving K. Barber Learning Centre, UBC Library

Full-time, Ongoing

Anticipated Start Date: July 4, 2017


This includes participating in strategic planning; developing policies and procedures; creating, managing and forecasting budgets; holding responsibility for all human resources matters relating to Music, Art & Architecture Library staff and students; and ensuring facilities are safe and secure and meet required regulations or standards.

working relationships:

Liaises with librarians and to assign and manage work as well as evaluate performance of Library Assistants and student employees. Works closely with Library Human Resources in the hiring, management and discipline of staff and student employees. Works closely with the Head, Music, Art & Architecture Library and the Managing Librarian, Chapman Learning Commons, as well as other Library managers, supervisors and heads to ensure consistency with circulation staff training, competencies, policies and procedures. Works closely with Library Technical Services to manage projects and work of technical services library assistants at the Music, Art & Architecture Library. Liaises with Library IT, Library Facilities, UBC security, Risk Management and other building tenants for equipment, facilities, health & safety, and security needs. Works closely with Library Facilities and with Building Operations including custodial personnel to ensure work performed meets IKBLC deadlines and standards.



  1. Responsible for the overall management, supervision, and efficient functioning of the daily operations of Music, Art & Architecture Library. Works closely with the Head, Music, Art & Architecture Library to establish short and long term goals for the unit and determine financial and human resources needs; plan for staffing and service delivery; develop and implement goals and objectives that support the UBC Library strategic plan.
  2. Recruits, hires and trains staff; maintains personnel records; provides staff training. Works collaboratively with Music, Art & Architecture Librarians and the Managing Librarian, Chapman Learning Commons, to assess, assign, coordinate, monitor and review performance of library assistants and/or student support for work assignments and projects. Conducts performance evaluations with staff and is responsible for all levels of staff discipline, including termination. Ensures compliance with CUPE 2950 collective agreement and WorkSafe BC legislation.Liaises with Library Human Resources as necessary.
  3. Works closely with other Library managers, supervisors and heads in order to ensure adherence to policies and procedures as well as consistency throughout the Library system. Deals with unusual or complex problems.
  4. Monitors, analyzes, reviews and evaluates existing workflows, outputs and services. Develops and implements changes to enable the units to work effectively, address shortfalls and meet new and emerging needs. Is responsible for successful resolution of operational issues and involves library staff as required.
  5. Writes, develops and implements relevant policies and procedures, in consultation with the Head, Music, Art & Architecture Library, and oversees maintenance of procedures and manuals.
  6. Responsible for assessing the need for student hours. Ensures requests meet Library HR and Work Learn guidelines. Reviews and oversees the submission of requests to Work Learn. Monitors allocated hours, ensuring costs stay within allocated budgets.
  7. Oversees schedules and ensures schedules accommodate current library hours, service demands and budget, and adjusts schedules to accommodate staffing and service needs within budget. Manages extraordinary scheduling problems directly and resolves regular scheduling concerns.
  8. Oversees the preparation of payroll sheets for hourly staff and students and authorizes manual timesheets when required.
  9. Writes reports and manages the process of gathering information for inclusion in reports. Reviews branch statistics and analyzes statistical reports to align services with activity levels. Makes recommendations for staffing levels and hours in the Music, Art & Architecture Library based on activity. Analyzes and reports statistical information relating to Music, Art & Architecture Library operations and services on a monthly and annual basis.
  10. Maintains a current awareness of all aspects of library circulation systems, course reserves, and technical service activities related to the Music, Art & Architecture, as well as developments and issues in library services generally.
  11. Manages special projects as required, including the introduction of new processes as required and the development and implementation of new services and systems. Develops project proposals and plans including costing, as necessary.
  12. Represents Music, Art & Architecture Library on various committees.


  1. Day to day management of physical resources, technology, security, maintenance, and health and safety requirements of Music, Art & Architecture Library, and public spaces in IKBLC, which is a multi-tenanted building, as required.This requires liaising closely with the Head, Music, Art & Architecture, Managing Librarian, Chapman Learning Commons, building tenants, Library Facilities, Building Operations including custodial staff, Library IT, and Campus Security.Recommends changes and actions as necessary, to the Head, Music, Art & Architecture, in the development of policies related to facilities, health and safety, and security. Participates in the development of short and long term strategic plans for facilities management.
  2. Provides ongoing analysis of equipment and facilities needs. Collaborates with Library Facilities and Library IT to manage and coordinate all work requests and work orders, and purchases in order to facilitate the repair, maintenance or installation of physical equipment and facilities projects.
  3. Works closely with Library Facilities and Building Operations to plan and coordinate custodial requirements and schedules including special event and cyclical cleaning. Responds to custodial maintenance issues as required. Coordinates service shutdowns as required with Library Facilities. Ensures maintenance and custodial matters are managed in accordance with IKBLC standards and timelines.
  4. Responsible for Health and Safety in the Music, Art & Architecture Library, and is a member of the IKBLC Health & Safety Committee.
  5. Monitors and ensures security in the Music, Art & Architecture Library. Coordinates pass cards and keys for all faculty, students and staff as required.Coordinates staff training in security procedures. Works with Campus Security and/or RCMP when security or emergency situations arise.
  6. Performs other duties as required.


Mistakes and errors in judgement in facilities and security management may result in monetary loss, strained relationships with partners and tenants, collection loss, health and safety issues and staff and patron dissatisfaction. Deviation from Work Safe BC regulations could result in fines and/or work orders.Failure to follow Human Resources practices, policies and procedures could result in a breach of the CUPE 2950 collective agreement or the employment standards act thus leading to grievances and/or financial loss. Failure to effectively staff and supervise the Library units could have a negative impact upon the staff, and quality and level of service provided to the public.


Manages 10+ student employees. Is responsible for all matters relating to human resources including hiring and discipline including termination.


Knowledge of University and Library policies and procedures relating to public and technical service activities, facilities management, and custodial services preferred.

Ability to manage multiple priorities, work effectively under pressure, meet deadlines and resolve problems. Budgetary experience. Excellent computer skills and computer experience required (Library databases, Voyager or other library ILS, and MS Office). Must be able to deal effectively with a wide variety of individuals including faculty, staff and officials at all levels and at a variety of institutions. Dedicated to cultivating an inclusive environment that recognizes barriers faced by people and encourages and incorporates contributions from diverse groups and individuals. Contributes to the Library’s sense of community and achievement of common goals through cooperation across units/groups and encouragement of equitable and balanced involvement in decision making. Promotes and fosters a supportive environment built on appreciation, recognition, learning and professional growth. Works to build a team environment built on positive working relationships, provides guidance and resources to teams while trusting them to excel. Creates a supportive and open environment where everyone is able to listen, contribute and engage with colleagues and ideas and provide and receive timely, constructive feedback. Creates an environment that embraces curiosity, ideas, creativity and innovation and provides opportunities and flexibility to explore new initiatives. Evening or weekend work may be required.

UBC hires on the basis of merit and is committed to employment equity. The University especially welcomes applications from visible minority groups, women, Aboriginal persons, persons with disabilities, persons of minority sexual orientations and gender identities, and others with the skills and knowledge to engage productively with diverse communities. We encourage all qualified applicants to apply. However, Canadian citizens and permanent residents of Canada will be given priority.

To view the complete job description and to submit an application, please visit the UBC Careers page at UBC Careers Page by midnight May 28, 2017.

Closes: 28 May, 2017

UBC Library
Vancouver , BC