Monograph Acquisitions Coordinator

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

Job End Date

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

Responsible for the overall supervision and coordination of the Acquisitions Unit to ensure its services are delivered effectively and efficiently. Responds to complex inquiries and resolves problems and disputes as a resource person for the collections acquisitions function across the University. Assists the Collections Services Librarian Monograph Acquisitions & Management with developing and supervising special projects.

Organizational Status

Reports to and works under the general direction of the Collections Services Librarian Monograph Acquisitions & Management. Works closely with other Collection Services colleagues cataloguers and fund managers throughout the Library. Works closely with Library Finance and library leadership to ensure that Library acquisition policies are followed and that Library collections funds are expended efficiently effectively and on time.

Work Performed

• Acts as functional expert system-wide for Library acquisitions of monographs streaming and other one-time purchases by leading the development of Monograph Acquisitions policies procedures and services by establishing Monograph Acquisitions operations priorities and by planning developing supervising and executing special library Monograph Acquisitions projects. Organizes and creates ongoing training programs for Monograph Acquisitions management tools (ILS local and vendor databases). Acts as a resource for all units by advising branch staff on Monograph Acquisitions to ensure common understanding and consistency of Monograph Acquisitions policy and procedure. Establishes and maintains an open relationship with colleagues system-wide.
• Oversees and supervises the operation and co-ordination of the Collections Services Monograph Acquisitions team. Develops the teams training manuals and documentation and ensures that policy and procedural guidelines are available and understandable for staff using appropriate communication and reporting tools.
• Coordinates and implements all acquisitions functions in the ILS and other acquisitions tools such as managing and monitoring loading of records EDI acquisitions related metadata maintenance year-end roll-up creating new fund codes following structure and guidelines and other related activities.
• Responsible for ensuring vendors compliance with the scope of institutional coordination with the Librarian works with vendors to maximize services and efficiencies and optimize Library expenditures.
• Performs financial functions such as receiving complex payments assisting with budget and forecasting requests. Responsible for coordination of P-card purchases and documentation for monthly reconciliation.
• Assists the Librarian in the coordination of library approval and firm order acquisitions including monitoring budget expenditures to meet fiscal year requirements.
• Serves as member of Collections Services management team to establish maintain and improve current policies and practices.
• Provides ongoing support for the Librarian in planning unit workflows and adjusting to meet project needs.
• Compiles and analyses Monograph Acquisitions related statistics for unit and institutional reporting purposes.
• Monitors performance of the Monograph Acquisitions unit staff and provides feedback to the Librarian.
• Provides input and makes recommendations for recruitment and selection of staff.
• Acts as a supervisory and operational backup to the Serials unit.
• Performs other duties related to the qualifications and requirements of the job.

Consequence of Error/Judgement

Works independently under broad direction. Work is performed within authorized prescribed limits and approved independent judgement in selecting and interpreting information reconciling deviations from standard methods and determining when it is appropriate to refer for decision making that will impact library expenditures. Job tasks are governed generally by broad instructions objectives and policies usually involving frequently changing conditions and priorities. Assigned tasks make it necessary to determine what data and quality of data are required to make reliable decisions. Job duties cover work of an advanced technical and/or analytical nature. Required to use initiative interpretation and/or ingenuity to develop implement and evaluate innovative procedures practices standards specifications services or projects. Incomplete investigation and reporting will impact the access to resources and library expenditures. Inconsistent or poor communication with branch staff and vendors could damage relationships.

Supervision Received

Position is accountable to the Collections Services Librarian Monograph Acquisitions & Management who also provides daily supervision and conducts performance reviews.

Supervision Given

Supervises 4 to 8 FTE. Coordinates and schedules day to day work. Monitors performance and provides feedback to manager. Provides input and makes recommendations for recruitment and selection of staff. Formally trains new staff on work procedures. Resolves some personnel issues and refers and escalates to the Librarian as appropriate. Provides supervision to Monograph Acquisitions unit staff as required.

Minimum Qualifications
High School graduation plus two year Library Technician diploma plus five years of related experience or an equivalent combination of education and experience.

- Willingness to respect diverse perspectives including perspectives in conflict with ones own

- Demonstrates a commitment to enhancing ones own awareness knowledge and skills related to equity diversity and inclusion

Preferred Qualifications

Knowledge of library system modules such as acquisitions cataloguing serials management and public access. Knowledge of University and Library policies and procedures including Acquisitions operations. Experience in a large complex multi-disciplinary research institution preferred. Ability to read one or more foreign languages an asset. Ability to effectively use word processing spreadsheets database applications at an advanced level (MS Office and Voyager preferred). Working knowledge of HTML an asset. Ability to provide quality service to customers in a courteous patient manner. Proven public services customer service and conflict resolution skills. Ability to effectively recruit train supervise and motivate employees. Ability to communicate effectively verbally and in writing. Ability to develop and deliver effective presentation and workshops. Ability to operate the normal range of library equipment. Ability to maintain accuracy and attention to detail. Ability to prioritize work work effectively under pressure and meet deadlines. Ability to exercise tact and discretion. Ability to work independently and in a team environment. Ability to coordinate the work of other staff.