Serials & Acquisitions Assistant - Vancouver, Canada - University of British Columbia

University of British Columbia

Verified Company

Vancouver, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Tech Svc Library Asst 3 (Gr6)

Job Title

Serials & Acquisitions Assistant

Department

UBC Library | Collections Services

Compensation Range

$4, $4,540.00 CAD Monthly

Posting End Date

November 24, 2023

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

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 all aspects of ordering, invoicing, receiving and claiming of continuing resources, including journals, standing orders and databases. Completes Electronic Data Interchange (EDI) ordering and invoicing transactions. Investigates and resolves complex order, invoice and cancellation problems. Responsible for order database maintenance projects related to transition to online, collection moves, fund re-structuring and vendor consolidation. Facilitates print material for delivery to owning locations. Assists with the binding processes including preparation, shipments and receiving bound material. Assists with training and documentation related to ordering, invoicing and receiving.

Organizational Status

Works under the general supervision of the Serials Records Management and Cataloguing Assistant. Works in collaboration with the Monograph Coordinator and other lead Collections Services team members.

Supports ordering, invoicing and receiving production staff within Collections Services and provides functional supervision to order/invoicing staff throughout the library system.

Consults selectors and other colleagues as necessary. Works directly with vendors to place orders and resolve fulfilment or payment problems.

Work Performed

Receives, verifies, and prioritizes orders for library resources from branch Library colleagues in various formats. Generates purchase orders and sends them to vendors by appropriate means.
Completes Electronic Data Interchange (EDI) ordering and invoicing transactions via File Transfer Protocol (FTP) servers and within the Integrated Library Systems (ILS). Performs invoice and credit processing as required.
Receives and ensures accurate receipt of acquired (purchased or gift) materials, checking for accuracy and completeness, and investigates and resolves discrepancies. Initiates and verifies electronic claims of missing and damaged issues to vendors. Performs serial maintenance by identifying and resolving problems such as records not found, title changes, misnumbering, lapsed, ceased and cancelled publications. Notifies branch Library colleagues when serial publications have ceased or cancelled.
Adds bound periodical volumes, returning from the Library's contracted binder, to the library catalogue. Edits catalogue record summary as required to ensure accuracy and completeness of serial holdings.

Identifies and investigates erroneous binding receipts and reports to supervisor with suggested solutions.

Works on Library collections maintenance projects, as well as broader collaborations with consortia and the University community. Adheres to policies, procedures and guidelines.
Performs standing order invoicing and receiving, including order and catalogue maintenance for items received.
Deals with vendors by solving complex problems with orders and invoices, investigating incomplete shipments, claiming missing material, returning defective materials, and other troubleshooting activities required to fulfill an order. Records the results of vendor communications and relays information to appropriate staff as needed.
Investigates and resolves order and payment problems contributing to the interruption or delay in access to online resources.
Performs other duties related to the qualifications and requirements of the job.

Consequence of Error/Judgement

Performs duties independently under mínimal supervision.

Makes decisions in accordance with broadly established guidelines, library and university policies and procedures, requiring initiative to complete them independently.

There are a variety of job tasks requiring on-going prioritization. Unusual or major problems are referred to reporting Coordinators in a timely manner. Good judgement is required in knowing when to refer an issue to reporting Coordinators.

Failure to place and receive orders/invoices promptly and accurately could result in the collections budget being misspent and inhibit effective, timely access to the scholarly resources required by our University community.

Problems in staff training and functional supervision may result in loss of productivity, inefficiencies and low staff morale.

Supervision Received