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Collections Maintenance Data Anlayst & Supervisor (Davis)

Date: September 7, 2015
Reports to (Job Title): Manager, Circulation Services:  Collections Maintenance
Jobs Reporting (Job Titles): None
Department: Library


Davis Centre Library


35 hr/wk

Primary Purpose


The Collections Maintenance Data Analyst & Supervisor (Davis) is responsible for developing reports from large and complex library datasets to meet the collections maintenance needs of the University of Waterloo libraries; assisting with collections maintenance projects with emphasis on process improvement; and ensuring that physical collections at the Davis Centre Library are in order for ease of patron use.

Key Accountabilities:



Analyzes library data to identify issues and opportunities, and to develop reports for collections maintenance needs throughout the Waterloo library for withdrawing, moving, and re-aligning library collections. This accounts for approximately 80% of the position and involves:

  • Developing and maintaining expert, up to date knowledge of complex library data, various library work processes, and the library Business Intelligence software, Cognos 10 Report Studio
  • Development of clear problem analysis statements as a prelude to independently designing and developing relational databases for collecting data, cleaning, transforming, validating and modeling it with the purpose of drawing conclusions and making recommendations that significantly impact on the resources available to the University’s research community
  • Clear communication of results of analysis which includes presenting data in charts, graphs, and tables to a wide range of stakeholders throughout the library and occasionally throughout TUG
  • Consulting and collaborating with a wide range of library staff from the Cataloguing, Collection Development, Circulation, Digital Initiatives, and Information Services and Resources departments and various staff from within the Tri-University Group of libraries (TUG)
  • Serving as a department resource for developing reports in other, non-collection areas and for providing technical support
  • Serving as a resource to TUG as a member of the TUG Cognos Training Team



Coordinates daily activities and supervises approximately 3 to 4 casual student staff in collections maintenance at the Davis library

  • Deploys casual staff to most productively meet routine collection maintenance goals and objectives, including:
    • Overseeing the hiring, scheduling and supervising of casual collections maintenance staff
    • Providing support and direction on daily tasks such as small shifts of the collections
    • Participating in the hiring, support and supervision of contract or co-op student staff, as needed
  • Projects an annual budget for the hiring of approximately 4 casual student staff, and monitors activity to ensure it remains within the approved budget amount
  • Assesses problems with bibliographic records and liaises with Cataloguing staff as needed to arrive at solutions
  • Works with Davis Information Services & Resources staff to resolve maintenance issues
  • Ensures that associated statistics are collected and presented as appropriate


Participates in the planning of special projects such as major withdrawal projects and large shifts of the UW library collections and provides support to the project manager and coordinator organizing and managing collection the maintenance projects

  • Maintains contact with other library and campus departments, and with external contacts, in order to successfully conclude projects


Responsible for sharing in the provision of support for Collections technology, along with other collections maintenance experts.  Assists the manager in:

    • investigating and testing of changes to all Collections Maintenance-related end-user software
    • development and delivery of training on the changes to the software


Shares in the provision of circulation desk services

  • Typically works one 2 hour shift per week at the circulation desk
  • Participates in providing evening, weekend, and weekend-evening back-up coverage for circulation desk supervisors

Position Requirements


Undergraduate degree or equivalent in education/experience.


Undergraduate degree or equivalent in education/experience. Must have excellent communication and interpersonal skills; demonstrated commitment to high-quality customer service; advanced skills /experience developing and querying a relational database; advanced skills in MS SQL, Access and Excel; proven ability to manage very detail-oriented processes requiring an exceptional degree of accuracy; proven self-starter with demonstrated commitment to process improvement; excellent analytical and problem-solving skills; well-developed organizational skills; proven ability to prioritize tasks.


Experience in library operations, particularly knowledge of library records structures and a circulation system, is an asset.  






Special Conditions:

Moderate lifting and carrying of library materials is required. 
Evening or weekend work may be required to cover an absence.


MS Word Excel PowerPoint Other
Basic Advanced Not required

Advanced skill level in SQL relational database structures and queries

Nature and Scope

Interpersonal Skills:

Internally, communicates with staff in the library to present/describe complex information and to obtain action on issues. 

Externally, works with patrons to respond to problems and promote services, and with TUG staff to present issues and resolve problems.

Level of Responsibility:

Accountable for validity and reliability of reports that have significant impact on the maintenance of collections and the resources available to the University’s research community.  Accountable for ensuring staff perform specialized work.  Works with minimal supervision. Has 3 to 4 casual staff reports.

Decision-Making Authority:

Responsible for problem-solving complex report issues and daily workflow issues.  Works with manager and others to solve large-scale project problems and complex human resource issues.  

Physical and Sensory Demands:

Minimal demands typical of a data analyst position operating within an office environment.

Working Environment:

Minimal exposure to disagreeable conditions typical of an analyst’s and supervisor’s position with responsibility for a time-sensitive activity.