Concordia University

Job description

Candidates will receive an email confirmation when submitting their application online. However, only candidates selected for interviews will be contacted. Please allow one (1) working day from the time you send in your application to receive an email confirmation.



Posted on: September 11, 2019
Deadline: September 24, 2019
Grade: LA-D


This posting represents a leave replacement effective until May 29, 2020


Reporting to the Head, Vanier Library, the incumbent is responsible for the maintenance and effective performance of operations related to public services at the Vanier Library: circulation, document delivery, media services, collection maintenance, and reference. He/she assists in coordinating public services policies and procedures with other related service points, advises and assists the Head, Vanier Library, in matters related to personnel, trains, directs and supervises full-time and hourly staff and acts as liaison between library users and the Head, Vanier Library.

Primary responsibilities

  • Perform supervisory functions relating to staff, in support of the Head, Vanier Library.
  • Inform, train, and monitor staff, prepare performance appraisals according to established guidelines and assist in maintaining up-to-date job descriptions.
  • Prepare schedules for staff; ensure rest periods and meal breaks, adjust schedules in response to staff absences and report absences and staffing needs.
  • Assign work to staff, ensuring that appropriate turn-around times are met for delivering services, draft procedures as necessary and provide training.
  • Prepare time sheets and premium reports and maintain a record of hours worked by temporary employees.
  • Coordinate mail delivery.
  • Keep the Head, Vanier Library regularly informed about staff requests and problems; assist in matters of career events for staff, such as training opportunities and job searches, requests for leave and terminations.
  • Coordinate and participate in tasks associated with the maintenance and development of the public services at the Vanier Library.
  • Coordinate, schedule, supervise and participate in the service desk duties.
  • Coordinate the collection and reporting of statistical data; prepare reports on activities, as required.
  • Assist staff in resolving problems; liaise with the other units to resolve problems and improve services.
  • Interpret and explain library policies and procedures to users; handle complaints related to services; refer unresolved matters to the Head, Vanier Library.
  • Investigate and follow up on document delivery requests of a complex nature, fulfilling specialized requests or responding to problems.
  • With the assistance of the Senior Public Services Assistant, coordinate the effective performance of the reference service.
  • Coordinate activities related to retrieving requested material (e.g. intercampus delivery, holds, overdues, document delivery, interlibrary loans).
  • Plan and coordinate tasks to maintain collections in good order on the shelves (e.g.: shelving, shifting and shelf-reading).
  • With the assistance of the Public Services Assistant, coordinate and supervise shelving operations.
  • Oversee and ensure smooth operation of the Reserve Service, Media Booking Service, and Document Delivery Service, and act as a back-up for these services.
  • Monitor and investigate overdue loans and missing items and resolve related problems.
  • Assign staff for basic maintenance of specialized equipment and requisition of repairs or trouble-shooting of equipment problems.
  • Maintain up-to-date procedures manuals; devise new forms as required and modify existing ones; prepare reports as requested.
  • Maintain office files and supplies.
  • Provide suggestions to the Head, Vanier Library on workflow, policy and procedure improvements for the operations of the unit.
  • Promptly report security incidents and building maintenance problems according to established procedures.
  • Participate in Library or University committee work.


  • Diploma of Collegial Studies (3 year Technical DEC) in Information and Library Technologies, Documentation Technology or in a field related to the primary responsibilities and a minimum of two (2) years library experience
  • A minimum of two (2) years of experience in circulation-related processes, working with an automated circulation system, is required.
  • Evidence of very good understanding of a library circulation system; knowledge of Innovative circulation system is an asset.
  • Demonstrated ability to search for and interpret bibliographic records in a variety of online library catalogues and library-related databases.
  • Evidence of effective communication skills, with an ability to explain procedures, train, and motivate staff.
  • Good knowledge (Level 4) of spoken and written English and spoken French (Level 4); fluency is preferred
  • Demonstrated knowledge for working in the Windows operating system and ability to manage electronic files
  • Basic knowledge of Microsoft Word, Excel and Outlook and good knowledge of Internet navigation skills
  • Evidence of ability to plan and coordinate activities, to establish priorities, to organize work, to meet deadlines, and to perform duties reliably, accurately and efficiently with minimum consultation; ability to shift from one activity to another, and to cope with interruptions.
  • Demonstrated excellent interpersonal skills are essential; this must include courtesy and tact, and evidence of aptitude for, and interest in, service-oriented work with library users, and ability to work cooperatively with supervisors and co-workers in a team environment. Must display characteristics of fairness and approachability.
  • Evidence of ability to interpret policies, to solve problems and to handle queries and complaints with flexibility, discretion and good judgment.
  • Evidence of ability to learn and adapt to new procedures and technologies, and to train others in their use where needed. Ability to communicate problems and issues to others succinctly and to work as part of a team in finding creative solutions.
  • Evidence of ability to exercise judgment and discretion in handling information related to personnel and operations of the Library.
  • Experience with an automated library circulation, interlibrary loan or cataloguing system is an asset.
  • Availability to work evenings, weekends, and holidays as scheduled.


$28.58 - $33.74 per hour



Interested applicants must submit a curriculum vitae with a covering letter by September 24, 2019. Please click on the How to Apply button below for further instructions.

IMPORTANT: The language and computer skills of short-listed candidates will be tested.

Concordia University is committed to Employment Equity and encourages applications from women, Aboriginal Peoples, visible minorities, ethnic minorities, and persons with disabilities.

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