Cataloguing & Acquisitions Assistant

Staff - Union

Job Category
CUPE 2950

Job Profile
CUPE 2950 Salaried - Tech Svc Library Asst 4 (Gr8)

Job Title
Cataloguing & Acquisitions Assistant

Department
UBC Library I Xwi7xwa Library

Compensation Range
$4,739.00 - $5,102.00 CAD Monthly

Posting End Date
August 4, 2026

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

Job End Date
May 31, 2027

The position will not have a hybrid work option.

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 Cataloguing & Acquisitions Assistant is responsible for enhancing catalogue records and processing Xwi7xwa Library materials in all formats and languages, and assisting with the development and maintenance of the Indigenous thesaurus and Brian Deer classification system. With support from UBC Library Collections Services, Technology, Discovery and User eXperience (TDUX) Division, and the Head of Xwi7xwa Library, this role is responsible for working with Collections Services to acquire branch collections materials. This position also joins the Access Services Assistant to provide public services support at the Information Desk, including assisting patrons, checking out materials, and providing basic reference service, referring complex questions to the reference team as needed. As part of the First Nations House of Learning (FNHL) and UBC Library, this role includes opportunities to join in a variety of initiatives and project activities.

Organizational Status
Reports to the Head of Xwi7xwa Library, and works in collaboration with the Xwi7xwa Library team. Works closely with UBC Library Technical Services, including staff specialising in cataloguing, serials, and acquisitions, who provide additional training, guidance, and support as required. As Xwi7xwa library is part of the First Nations House of Learning, this role also interacts with the FNHL team, as well as Indigenous faculty, students, and members of the community. Trains and oversees the work of student assistants associated with technical services activities as needed.

Work Performed

Catalogue and Collection Maintenance

Enhancing Catalogue Records

• Oversees the process to enhance and maintain catalogue records and holdings
• Creates original catalogue records, particularly formaterials in vertical files
• Collaborates with relevant experts and colleagues and locates reliable sources to confirm the accuracy and cultural appropriateness of language used in the cataloguing of materials and the development of the FNHL Thesaurus and other metadata decision-making
• Adjusts cutter numbers and/or assigns call numbers within the Brian Deer in-house classification system
• Identifies authors and subjects with problem authority selection and makes recommendations to relevant specialists for authority adjustments
• Collects and compiles monthly statistics related to all technical services activities

Collection Maintenance

• Oversees collection materials for relocation to ASRS (Automated Storage and Retrieval, IKBLC) and Library PARC (Preservation and Archives) facilities.
• Reviews lost and missing items reports, and with consultation, recommends and implements next steps for lost and missing items.
• Reviews and provides recommendations for next steps regarding damaged collection materials
• Evaluates uncatalogued materials and recommends strategies to assist in decisions regarding next steps
• When required, trains student staff to support collections weeding projects in support of branch deaccessioning processes and procedures

Catalogue Maintenance

• Interprets and ensures compliance of existing cataloguing records with organizational policies and procedures
• Evaluates and problem-solves complex issues with records, including accurately describing errors and flags so that advanced issues and problems can be understood and solved by partner UBC Library units.

Acquisitions

• Orders and processes new collections items and resolve any complex problems related to the process
• Responsible for acquisitions tracking folders and spreadsheets, monitoring for urgent purchase needs, alerting staff to deadlines, and orienting new staff to using the tracking documents in selection procedures
• Connects with Collections Services team on issues related to obtaining or processing new titles
• Researches and assembles special orders from Indigenous distributors to facilitate ordering by Acquisitions
• Strategizes processes for requests for unusual items in non-traditional formats
• Liaises between Collections Services team and Xwi7xwa team on new processes and changes to procedures so that they meet the needs of both units
• Participates in conversations about materials selection, providing perspectives and recommendations

Providing Public Services Support

• Provides public service via the Information Desk, or provides back up support to student staff
• Interprets catalogue record information and tracking progress on GOBI and Voyager for Public Service staff/student librarians as required
• Provides guidance to patrons with reference questions when Brain Deer and cataloguing expertise can assist
• Along with other Xwi7xwa staff, may be occasionally called upon to open or close the branch

Special Projects, Working Groups, and Committees

• Participates inFNHL and UBC Library working groups, project teams, or committees as time permits

Performs other related duties.

Consequence of Error/Judgement

Inappropriate handling of vendor accounts could result in delays of payments. Inaccuracies in statistical reports could interfere with accurate forecasting and planning.

Inefficient or inaccurate workflow or procedures impacts the work of others, the services to users including the public and staff, and public relations.

Negative effects on community relations, staff productivity and morale

Negative impact on the Library’s customers i.e. students and faculty, and community relations.

Supervision Received
Works independently and organizes own work under the general supervision of the Head of Xwi7xwa Library or designate.

Supervision Given
May supervise technical services student assistants.

Minimum Qualifications
High School graduation, plus two year Library Technician 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 one’s own
• Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

Knowledge of Indigenous histories, cultures and topics or experience working with Indigenous communities is preferred. Experience with cataloguing procedures, derivative cataloguing, data entry into library online catalogues and a good working knowledge of MARC coding are required. Ability to use word processing, spreadsheet, and integrated library system (ILS) applications, such as cataloguing and acquisitions at an intermediate level. Effective oral, written communication, interpersonal, organizational and public service skills. Ability to plan and carry out multiple tasks, and to meet deadlines. Ability to exercise discretion and tact. Ability to work independently and as part of a team. Accuracy and attention to detail. Ability to lift up to 15 kgs of boxed materials.