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Library Associate, Information Management & Collections

Date: June 18, 2013
Reports to (Job Title): Liaison Libratian
Jobs Reporting (Job Titles): None
Department: Library, Information Services & Resources, Dana Porter Library


Main Campus


35 hr/wk

Primary Purpose

The Library Associate, Information Management & Collections Development contributes to the success of the department by leading the management of departmental information as well as by being a key team member in the provision of information services and a library collection development support person.

Key Accountabilities:


Serves as the departmental information manager and site collection co-administrator:

  • Responsible for the internal content management system
    • Manages governance policies & permissions, architecture and maintenance for the Porter ISR department and affiliated library and Tri-University Group of Libraries (TUG) committees
    • Creates and designs committee and working group sites
    • Provides training in the use of the content management system
    • Provides tier 1 technical support and liaises to solve tier 2 and tier 3 technical issues
    • Develops best practices documentation
  • Maintains selected public-facing webpages
  • Maintains departmental website and ensures that documentations is up to date
  • Serves as the Porter administrator for the Library’s service statistics gathering information system
  • Provides statistical information extracted through the University’s Business Intelligence software
  • Assists in development of public-facing blogs with library content.


Provides information services and research assistance:

  • Assists patrons in locating library resources and services as well as campus information
  • Instructs patrons in the use of library resources and services
  • Maintains locally-created knowledgebase for information services delivery staff
  • Participates in relevant committees and training initiatives as appropriate
  • Delivers training to information services delivery staff as required
  • Serves as a back-up to the Library Associate, Information Services Delivery Coordinator fo the day-to-day operations and staffing of the information desk


Provides library instructional support to Librarians within the Department and through general Library Instruction efforts:

  • Assists with instructional preparation, including technical set-up and materials preparation
  • Assists with instructional delivery
  • Assists users during the instructional sessions, in particular with hands-on sessions
  • Assists with instruction sessions wrap-up.


Supports Librarians’ and Department Heads’ information resources management:

  • Coordinates Porter Library Reference collections development
    • Monitors the currency, condition and physical layout of the collection
    • Identifies items for replacement, relocation, withdrawal, rebinding, etc.
    • Plans and implements collection shifts, and updates area signage 
  • Serves as the Porter coordinator for gift donations
  • Reviews collections and makes recommendations based on the TUG holdings
  • Processes accepted gift donations
  • Assists the Department Heads with e-book packages assessment & review
  • Generates expenditure reports and information needed for overlap analysis


Participates in the general success of the Department:

  • Ensures the day-to-day running of departmental office equipment and maintains office and library supplies
  • Participates in working groups and special projects as required.

Position Requirements


Completion of a Bachelor’s degree


Strong communications skills (oral and written), research and interpersonal skills necessary. Demonstrated commitment to excellence in customer service. Knowledge of collection maintenance and catalogue searching an asset. Proven ability to work both independently and as a team in a busy environment with deadlines, interruptions, and changing priorities. Demonstrated ability to develop constructive working relationships with a range of individuals and groups. Proven problem-solving skills and time management skills.




High level of comfort with technology. Awareness of web publishing requirements for content publishing. Knowledge of job-related Business Intelligence software


MS Word Excel PowerPoint Other
word excel powerpoint other

Nature and Scope

Interpersonal Skills:

Internally, communicates with all departmental and information services delivery staff.  Externally, this position has significant contact with students, faculty and staff through the provision of quality customer service. Works with Library Systems and IST to resolve technical problems with the departmental internal content management system. Works with Acquisitions, Cataloguing, Facilities, Circulation, and Communications for collections development.

Level of Responsibility:

This position works with minimal supervision and has no direct reports. It provides assistance, technical support and training to co-workers for the departmental internal content management system.

Decision-Making Authority:

Responsible for problem-solving daily issues as related to responsibilities. Works with manager and others to solve larger problems.

Physical and Sensory Demands:

Minimal demands typical of a public service position operating within an office environment.

Working Environment:

Minimal exposure to disagreeable conditions typical of a public services position.