Koerner Library Program Coordinator

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Department

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Posting End Date

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

Job End Date

This position will have the option of a hybrid work arrangement of working remotely one day a week however may be subject to change due to operational requirements.

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

The Walter C. Koerner Library is a multi-tenant learning and research support facility providing a dynamic learning environment for students faculty staff and visitors to the University of British Columbia. The UBC Library Research Commons (RC) and Humanities and Social Science division (HSS) are two highly active units within Koerner Library supporting research endeavors and providing educational programming and services. The RC is a community space that embraces both new and traditional exploratory scholarship and provides access to services and expertise for the advancement of research. HSS supports many departments and programs within the Faculty of Arts with services and collections.

As a key member of Koerner Library staff the Program Coordinator is responsible for overseeing the complex needs of programs and services student management administration operations and communications related for Koerner addition the Program Coordinator acts as a backup for the Manager Koerner Library on matters concerning building management.

The Program Coordinator collaborates with the Library Communications team to develop marketing assets and strategic plans to promote all programming and offerings hosted by the units within Koerner Library. The Program Coordinator also supports the Koerner Library circulation desk by performing public service duties on a backup basis and acts as a key point of contact for patrons seeking Access Services.

Organizational Status

Works independently under the general direction of the Head Koerner Library. Provides oversight for 11 or more graduate student employees. Works closely with librarians staff and student employees in Koerner. Works closely with the Head Koerner Library and Manager Koerner Library in the management of the building. Works closely with the librarians in the oversight of student employees. Ensures consistency with staff training competencies policies and procedures. Provides feedback in the hiring processes evaluation and termination for student employees in the RC HSS and AskAway. Provides backup to the Manager Koerner Library in the areas of building and student employee management as required.

Liaises with Library IT Library Facilities UBC security Risk Management and other building tenants (such as the Vice President Research & Innovation Office) for equipment facilities health & safety and security needs. Works closely with Library Facilities and with Building Operations including custodial personnel to ensure the building is maintained according to UBC standards.

Works closely with partners across UBC Library and other University units to ensure the success of Koerner Librarys services and programs. Partners include librarians across UBC branches the Centre for Writing and Scholarly Communications (CWSC) Faculty of Graduate and Post-Doctoral Studies (GPS). Collaborates with the Library Communications team regularly to develop promotional plans and materials for marketing events and services. Attends meetings with the Communications Manager and Head Koerner Library to review and evaluate performance of marketing materials.

In the context of circulation duties works independently under the general supervision of the Public Service Supervisor. Works cooperatively with Koerner Library Assistants and consults with other staff as necessary. Oversees and assists in training junior Koerner Library staff. Works directly with the public.

Work Performed

• Responsible for the comprehensive coordination of the daily operations of the Research Commons and HSS.

• Assists the Head to determine financial and human resources needs; plans for staffing and service delivery; assists with developing and implementing goals and objectives that support the UBC Library strategic plan.

• Works with Koerner librarians staff and students in the development coordination implementation and evaluation of programs and services. Assesses the administrative and operational needs of program offerings. Assists and participates in establishing streamlining and operationalizing program processes procedures and policies. Responsible for coordinating changes in services as situations arise.

• Provides administrative support to the Head Koerner Library and to other Koerner Library colleagues as assigned.

• Monitors shared email accounts for Koerner Library. Responds directly to queries or directs them to the appropriate people.

• Responsible for the organization and maintenance of relevant business information on digital platforms (e.g. Microsoft Teams Teamshares Microsoft 365 Confluence LibAnswers) and in print. Ensures compliance with University record management retention practices.

• Oversees the recruitment hiring and payroll for student workers for AskAway HSS and the Research Commons. Coordinates the hiring orientation training and termination of student workers. Maintains personnel records; provides staff training. Participates in hiring decisions as requested. Approves student hours in Workday. Ensures adherence to unit processes for student budget tracking. Works collaboratively with Koerner librarians to assess assign coordinate monitor and provide feedback on the performance of student support for work assignments and projects. Provides backup to the Manager Koerner Library as required.

• Responsible for assessing the need for student working hours. Ensures requests meet University Library HR and Work Learn guidelines. Responsible for the submission of job opportunities to Work Learn. Monitors allocated hours and tracks students hours ensuring costs stay within allocated budgets. Develops and implements solutions and resolves discrepancies with student employees and budget. Is familiar with CUPE 2950 collective agreement and WorkSafe BC legislation including limited interpretation of Collective Agreement terms. Liaises with Library Human Resources as necessary.

• Ensures daily operations at Koerner Library run smoothly including but not limited to: public and staff spaces technology security building maintenance and health and safety requirements. Ensures that the public and staff spaces are clean and organized and that Koerner Library has appropriate supplies and resources. Reports any issues to UBC Building Operations or other units as appropriate.

• Helps coordinate facility repairs and custodial requests for Koerner Library. Recommends and implements changes and actions as necessary in policies related to facilities health and safety and security. Participates in the development of short- and long-term strategic plans for facilities management. Provides ongoing analysis of equipment and facility needs.

• Supports Koerner Library events and workshops by managing event bookings registration room set-up audio-visual and equipment set-up and troubleshooting following established guidelines. Makes catering arrangements; reconciles and follows up on outstanding expenses for events. Books events for external groups and coordinates logistics. Reviews and updates data in LibCal and the UBC Events Calendar. Trains new staff on LibCal procedures. Attends events and functions as required.

• Oversees unit workflows outputs and services making recommendations for improvements. Recommends changes to enable the units to work effectively address shortfalls and meet new and emerging needs. Assists and participates in developing and implementing relevant policies and procedures in consultation with the Head Koerner Library and oversees maintenance of procedures and manuals.

• Develops and leads special projects as requested including the introduction of new processes and the recommendation and implementation of new services and systems. Assists the Head Koerner Library to develop project proposals and plans including costing as necessary.

• Facilitates all communications material on behalf of Koerner Library to promote and advance public awareness of the units services and programs. Prepares plans and promotional schedules for digital signage social media and newsletters. Writes edits and manages the Research Commons bi-weekly newsletter to promote news and workshops to graduate students staff and faculty across campus. Uses editorial judgment to prioritize promotions. Develops and implements new communications materials as required. Maintains subscription lists for communications materials.

• Oversees the operation of the new Array() digital scholarship display pilot project. Liaises with UBC faculty staff and students who submit works for consideration. Supports the work of the adjudication committee. Works with Library Communications to ensure that new Array() content adheres to technical requirements and functions properly on the monitor. Ensures that relevant signage website content promotional materials and equipment are up to date.

• Responsible for Koerner Library websites. Ensures that the sites adhere to current University and Library guidelines and best practices. Recommends changes to the structure and content of the sites. Participates in website migration and maintenance work. Ensures that events and web pages are up to date and coordinates with the UBC Library Communications team to write and edit stories and online materials. Acts as a backup to colleagues in Borrower Services and other units to support their websites as required.

• Coordinates regular updates with Graduate Post-Doctoral Studies Library Communications and UBC Events to promote Koerner Library programming and events. Delivers newsletter content for the GPS GradUpdate and UBC Library updates.

• Collaborates with campus partners including Faculty of Graduate and Post-Doctoral Studies Centre for Writing and Scholarly Communications and Research Ethics. Requests access to resources held by partners on behalf of Koerner Library. Seeks partnerships through the direction of the Head Koerner Library and other Research Commons Librarian colleagues to further relationships and promotional efforts.

• Attends meetings and events and represents the Head and/or Koerner Library as requested.

• Supports Koerner Library circulation desk functions during assigned shifts. Performs the full range of circulation services including managing user transactions; maintaining borrower records; handling fines inquiries and account-related issues; and supporting front-desk operations. Assesses and refers advanced reference questions to librarians AskAway or other resources or appropriate Library branches as required. May act as the point of contact for staff working at other UBC Library branches who require circulation system assistance. Provides basic diagnosis and troubleshooting of circulation system problems and escalates problems to the Manager Koerner Library and Library IT as necessary. Responds to all Library problems and/or emergencies (e.g. fire alarms / drills power outages building security incidents etc.) that may occur during assigned shifts.

• Assists with special projects as required.

• Performs similar duties in other UBC Library units or branches as assigned.

• Participates in Library operational working groups or committees as approved by supervisor.

• Performs other duties related to the qualifications and requirements of the job.

Consequence of Error/Judgement

This is a key position requiring judgement tact and discretion. Decisions have an impact on the development of relationships both within the university and in external communities. Performs public service duties with limited supervision exercising sound judgment and diplomacy in accordance with library policies. Decisions affect the credibility and quality of programs and services and hence the success of these initiatives University wide. Mistakes and errors in judgement in facilities and security management may result in monetary loss strained relationships with partners and equipment loss. 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. Inappropriate marketing or promotions could negatively impact the UBC Library Research Commons and UBC Libraries as a whole. Consequences of inappropriate judgement at the circulation desk may result in adverse patron relations requiring the intervention of the Public Service Supervisor or the Manager.

Supervision Received

Reports and is accountable to the Head Koerner Library. Works independently according to generally defined objectives and goals. Takes direction from the Public Services Supervisor when working on the Koerner Library circulation desk.

Supervision Given

Provides oversight to a team of 11 or more graduate student employees.

Minimum Qualifications
High school graduation plus a two year post-secondary diploma plus four 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

Undergraduate degree in a relevant discipline. Minimum of two to three years of related experience or an equivalent combination of education and experience. Experience working either professionally or as a student in a post-secondary environment preferred. Knowledge of library workflows including those related to public services and communications space planning and management and health & safety regulations required. Knowledge of University and Library policies and procedures relating to public activities facilities management and custodial services preferred.

Demonstrated supervisory experience preferably in a unionized environment. Ability to effectively train supervise and motivate employees. Ability to plan execute and analyse work/workflows and implement required changes. Effective oral and written communication organizational and analytical skills. Ability to take initiative exercise tact and discretion and judgement in complex situations. Ability to manage multiple priorities work effectively under pressure meet deadlines and resolve problems. Budgetary experience preferred. Ability to effectively use word processing and spreadsheets (MS Office) WordPress LibApps/LibCal Qualtrics and Envoke at an advanced level. 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.

Ability to recognize respect and work effectively with individuals and groups with diverse perspectives and backgrounds. Takes initiative in learning about language and issues relating to equity and diversity. Ability to develop and maintain cooperative and productive working relationships and engage in workplace culture. Ability to recognize and appreciate the contributions of colleagues. Committed to demonstrating respect for colleagues at every level by trusting in their abilities and knowledge to perform their roles and earning respect through meeting commitments. Models and demonstrates good communication through active listening and appreciative inquiry and is open to providing and receiving timely constructive feedback. Listens to encourages and expresses creative and innovative ideas. Open to experimenting with and improvising new ways of approaching processes tasks or problems. Evening or weekend work may be required.