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Library Assistant - Facilities

Date: July 16, 2016
Reports to (Job Title): Head, Library Technology & Facilities Services
Jobs Reporting (Job Titles): None
Department: Library


Main Campus


40 hr/wk

Primary Purpose

The Library Assistant - Facilities position consists of 3 incumbents whose focus is on customer services affecting all areas of the library physical plant and its day to day operations. It is responsible for coordinating installation, regular maintenance, and inventory control of furnishings, equipment and supplies including any facilities-related renovation projects in the UW libraries. The incumbent is responsible for shipping, receiving, mail-related duties, key control and telephone service co-ordination. The Library Assistant - Facilities deals with library health and safety issues and manages security aspects of the building including key control and controlled access areas and systems.

Key Accountabilities:

Internal Accountabilities


2. External Accountabilities


3. General Accountabilities



Position Requirements


High school diploma and/or relevant work experience in other Facilities related positions.


Must have proven excellent communication and interpersonal skills; proven self-starter; demonstrated commitment to high-quality customer service; planning and organizational experience with proven strong mentoring ability for casual student employees; ability to consult with and advise staff individually on routine or special use of  library facilities and ergonomic furniture; aptitude  for diagnosing and/or repairing simple mechanical problems and/or devices and problem-solving skills; proven ability to manage and prioritize tasks.

Experience with specific library operations/workflows and a familiarity with the Library’s building infrastructure is an asset.




Special Conditions:


Frequent heavy lifting and moving of office furniture, shelving and office supplies is required.

Evening or weekend work may be required occasionally to expedite efficient and less disruptive library renovation projects.



MS Word Excel PowerPoint Other

Office Automation Software

Working knowledge of the Library’s predominant applications including specialized tools for database management and CAD drawings

Operating System

Familiarity with the Microsoft Windows

operating environment

Building Systems

Key fob management system, security devices

Trouble Shooting

Proven aptitude with day to day building and mechanical issues in order to advise appropriate support departments on campus

Nature and Scope

Interpersonal Skills:

Internally, communicates with departmental supervisors/managers and staff to investigate/advise on facilities related services, problems and issues; communicates with staff on issues related to service availability and or interruptions.

Externally, works with campus Central Stores, IST telephone services and Plant Operations as necessary.

Level of Responsibility:

Accountable for assisting staff with facilities related infrastructure including furniture and furnishings, key control, office supplies, mail, shipping and receiving, telephone services and work requests. Ensuring that the physical plant is at its optimum in order to provide a safe and comfortable work environment for staff; advises departmental head on best practises, safety issues, maintenance and replacement schedules. Works with minimal supervision and has shared supervisory responsibilities for casual summer cleaning staff.

Decision-Making Authority:

Responsible for problem-solving daily issues; works with department head and other campus departments to provide effective facilities related services.

Physical and Sensory Demands:

Heavy demands typical of a facilities position working with furniture, library shelving, books in an office environment.

Working Environment:

Moderate exposure to disagreeable conditions typical of a facilities support position with responsibility awkward material handling or dealing with emergency situations related to water leaks and the protection of the library’s materials and collections.