Music Reference & Collections Assistant

Staff - Union
Job Category
CUPE 2950
Job Profile
CUPE 2950 Salaried - Reference Asst (Gr9)
Job Title
Music Reference & Collections Assistant
Department
Music, Art and Architecture | Circulation | UBC Library
Compensation Range
$4,331.00 - $4,835.00 CAD Monthly
Posting End Date
May 6, 2023
Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
Job End Date
POSITION FUNCTION:
With a subject specialization in music, this position performs complex duties relating to music acquisitions, ordering, score binding, preservation, collections maintenance, Course Reserves and Reference Services. Also provides reference and collection development services in all subject areas of the Music, Art, and Architecture (MAA) Library. Performs complex reference services in person, by phone, email, and via online chat. Responsible for MAA serial processing, including updating online holdings and liaising with Technical Services. Assists with collection development projects.
WORKING RELATIONSHIPS:
Works independently with minimum supervision to carry out assigned duties under the general supervision of the MAA Manager, MAA Head, and Music Librarian. Consults and collaborates with all MAA librarians. Communicates with faculty and students in the Department of Art History, Visual Art and Theory; School of Architecture and Landscape Architecture; School of Community and Regional Planning; and the School of Music. Interacts with staff throughout the Library, especially staff members in Central Technical Services and the Chapman Learning Commons. Assists with the training of MAA staff as relates to music materials. Participates on library committees and working groups as assigned.
DUTIES:

• Provides collection development support to the Music librarian. Utilizing music specialization performs complex pre-order searching, orders material through the Voyager Acquisitions module (ILS), assesses damaged and lost materials, examines replacement materials to identify and address physical and cataloguing anomalies.
• Responsible for the receipt and processing of faculty requests for music course reserve material . Monitors and maintains on-line course reserve systems. Solicits requests from faculty and provides up-to-date course reserve information. Informs the Music librarian of the need to order new or additional copies of reserve material. Initiates rush requests for new materials and consults regularly with Music Cataloguers to ensure the timely receipt of course reserve requests. Initiates transfers from other branches and/or informs other branches of MAA music course reserve needs.
• Responsible for receiving all MAA serials. Requires constant monitoring for accuracy of acquisitions and holdings information, such as irregularities in numbering of issues, title changes, multiple supplements and out of date order. Works with serials staff across branches and consults with Technical Services, cataloguers, various subject librarians, preservation staff, and circulation and stack maintenance staff.
• Participates in project work and performs other duties related to the qualifications and requirements of the job.
• Provides complex reference services at the “Research Help” counter of the Information Desk at the MAA Library in the Irving K Barber Learning Centre. Reference services include conducting reference interviews and assessing user needs, demonstrating use of catalogue systems, assisting users to locate library materials by performing searches in multiple databases, verifying and completing bibliographic citations, and providing information on library resources and locations. Refers inquiries to librarians as appropriate. Serves as a backup to librarians for reference services as needed.
• Responsible for binding Music scores. Ensures that the bindery is properly informed of any binding problems or special instructions.
• Works at the MAA Library circulation desk as assigned. Charges, discharges and renews materials. Checks returned materials for holds, damage, and completeness. Places holds, recalls, and storage requests. Processes rush cataloguing requests. Conducts tours and orientations sessions as required.
• Edits Voyager records with incorrect statuses, material codes, locations, holdings or other errors. Investigates and corrects snags, misspellings, and discrepancies between holdings and information displayed in OPAC records.
• Participates in UBC Library’s online chat reference service as assigned.
• Receives newly catalogued music scores and assesses them for completeness and for appropriate housing or special format considerations. Marks items appropriately and updates records.
• Maintains a close working relationship with course reserve staff in MAA Circulation and provides back-up to their work as needed. Serves as a representative on the library-wide Course Reserve Liaison Group.

EXERCISING JUDGEMENT/IMPACT OF DECISIONS/CONSEQUENCE OF ERROR
Works independently under minimal supervision. Responsibilities and work situations are broader in scope, with limited opportunity for standardized solutions. Most unusual problems are referred to the supervisor or the appropriate librarian. Errors in decision making will impact the branch’s relations with other faculty and departments on campus. Errors in exercising judgement will also impact the timeliness and the availability of resource materials for patrons. 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. Initiative and judgement is required to assess workflows and work with unit librarians and staff to provide ideas for improvements to workflows. There are a variety of tasks requiring ongoing prioritization.
SUPERVISION RECEIVED:
Works independently under minimum supervision of the MAA Library Manager, MAA Head and Music Librarian. Receives direction and advice on reference and collection development from the MAA librarians.
SUPERVISION GIVEN:
Provides supervision to the preservation student assistant tasked with score binding. May be required to supervise other student assistants. May also explain work procedures to new or experienced staff and student librarians.
MINIMUM QUALIFICATIONS:
High School graduation and two year Library Technician diploma plus five years related experience or an equivalent combination of education and experience. A Bachelors of Music degree or an equivalent music background is required. Experience in reference and cataloguing. Knowledge of University and Library policies and procedures. Ability to effectively use MS Office; Voyager cataloguing, circulation, and acquisitions modules; and library database applications at an intermediate level. Ability to maintain accuracy and attention to detail. Ability to analyze and effectively resolve problems by identifying key information and issues. Ability to effectively manage multiple tasks and priorities. Ability to prioritize and work effectively under pressure and meet deadlines. Ability to communicate effectively verbally and in writing. Ability to develop and maintain cooperative and productive working relationships and engage in workplace culture. Ability to exercise tact and discretion. 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 provide quality service to customers in a courteous and patient manner. Ability to recognize and appreciate the contributions of colleagues. Committed to demonstrating respect to 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 open to providing and receiving timely, constructive feedback. Listens to, encourages and expresses creative and innovative ideas. Open to experiment and improvise with new ways of approaching processes, tasks or problems. Ability to work independently and in a team environment. Ability to operate a normal range of library equipment. Ability to lift up to 50 lbs of boxed materials and to push fully loaded book trucks.