Arts Access Services Assistant (AASA)

LIBRARY AST 3 (006760)

UCPath Position ID: PASIREQ_354

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1104022

Approved Date:

6/16/2026 12:12:22 PM

Date Last Edited:

6/16/2026 12:12:13 PM

Last Action Effective Date:

2/16/2024

Organization Details

Business Unit (Location):

LACMP

Organization Code:

8300O

Organization:

UNIVERSITY LIBRARY                     

Division Code:

8310D

Division:

UNIV LIBRARY DIV                       

Department:

540000 - GENERAL LIBRARY

Position Details

UCPath Position Number:

PASIREQ_354

Position Description ID

169525

UC Payroll Title:

LIBRARY AST 3 (006760)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

STEPS

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

CX: Clerical & Allied Services

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40097290

Reports to Payroll Title:

Library Assistant IV

UCPath Department Head Position Number:

41001408

Department Head Payroll Title:

Library MGR 2

SUPERVISION - Indicates that the incumbent performs a variety of routine duties within established policies and procedures or by referral to the supervisor’s guidelines.

4922

STDT 1 (Student Assistant 1)

2.5

4920

STDT 3 (Student Assistant 3)

1

POSITION SUMMARY

Reporting directly to the Arts Access Services Lead (AASL), the Arts Access Services Assistant (AASA) oversees all core circulation and public service operations for the Arts Library. Major duties include supervising and scheduling student staff who perform circulation desk and stacks activities; overseeing stacks maintenance, course reserves, and basic technical processing; managing billing inquiries; and serving as the building contact for user complaints, security issues, and facilities reporting. Collaborates with Access Services colleagues as needed. The AASA supervises student staff in conjunction with the unit lead and acts as primary TRS approver. Occasional evening or weekend hours may be assigned.

Unique to this role is facilitating access to the cage (special collections material), including paging, retrieving, monitoring in-library use, and enforcing handling policies. 

The Arts Library has more than 270,000 books in the fields of architecture, architectural history, art, art history, design, film, television, photography, theater, and allied disciplines. The Access Services Department provides services for circulation, reserves, stacks maintenance and retrieval, microforms and media, billing, telephone information operations, and building and mailroom operations. Annually, the Arts Library circulates more than 29,000 items, processes over 2,000 reserves, and shelves more than 28,000 items. The Arts Access Services Department has 2 Full-Time Equivalent (FTE) career staff and 3.5 FTE student employees (approx. 12 students).

Supervision of Student Staff

1. Assists in recruitment, hiring, onboarding, scheduling, & task assignment. Serves as primary TRS approver & backup liaison with LHR on forms for hiring & separation, & other areas as needed. 2. Monitors & evaluates performance, attendance, & work quality/quantity. Works with Lead to provide counseling, & corrective action as needed. 3. Trains student staff & oversees execution of all access services functions: quality customer service, circulation desk services, use of automated library systems, stack maintenance, & coordination with relevant units to maintain an effective work environment. 4. Along with AASL, develops & updates training documentation as needed. 5. Assists the Lead in resolving scheduling issues when they arise, including last-minute replacement coverage.

30%

Access Services Operations

1. Provides public service at the circulation desk including checkout/discharge, library card issuance, & answering user policy & procedural questions. 2. Answers billing inquiries, consults with Lead on resolution, & processes replacement items. 3. Resolves user complaints, interpreting & explaining library access/use policies & borrowing privileges. 4. Coordinates with UCPD, CSO, & fellow UAS staff to report/resolve serious safety & security issues, in accordance with Library & University Policy. 5. Provides additional or emergency desk coverage as needed due to staff shortages in Arts or other UCLA Libraries reporting to the University Librarian. Modifies work schedule when coverage needs arise. 6. Assists with opening & closing procedures as appropriate.

25%

Stacks & Collection Maintenance Support

1. Supervises and assigns student staff to stacks maintenance duties including shelving, shelf-reading, shifting, and weeding. Monitors priorities and adjusts student work assignments as needed. 2. Facilitates access to cage (special collections material), including paging, retrieving, monitoring in-library use, and enforcing handling policies. 3. Processes recently cataloged books beyond student scope and performs stacks maintenance duties as needed. 4. Acts as a unit contact for Print Acquisitions, Cataloging and Metadata, and Preservation units. Works collaboratively to handle bindery and/or book repair issues, purchases, and item withdraws or maintenance. 5. Works with supervisor to coordinate, execute, and perform shelving, shifting, relocation, weeding, and shelf-reading projects.

25%

Course Reserves Processing

1. Processes course reserves materials for use in-person and on UCLA’s Learning Management System, BruinLearn in conjunction with the Library’s reserves platform, Alma/Leganto. As needed, assists with creation & digitization of digital audio reserves. 2. Identifies materials needed for purchase & liaises with librarians and Acquisitions unit to facilitate acquisition. 3. Analyzes and recommends improvements to reserves processing to better meet the current and emerging needs of students and faculty constituents, as well as improve internal workflows. 4. Communicates with faculty or teaching assistants regarding reserve requests via email, in-person, or by telephone when necessary. 5. Gathers and maintains reserves statistics.

15%

Building Responsibilities

1. Monitors the building regularly to identify & report issues. Submits Trouble Calls to UCLA Facilities for routine building problems. 2. Responds to user reports about building conditions, emergencies, & security/safety incidents. Reports building issues to Library Building Services. 3. Enforces library policies & manages patron conduct issues, including issuing warnings, asking patrons to leave, & calling UCPD or CSO when necessary. 4. Trains & supervises student staff on patron conduct procedures, including identifying, communicating, & escalating appropriately. 5. Establishes & maintains effective communication with CSOs and UCPD. 6. Performs light troubleshooting of library equipment. Submits HelpDesk tickets & maintenance requests as needed.

5%

•

Performs other duties as assigned.

•

Complies with all policies and standards.

•

Complies with the University of California, Los Angeles (UCLA) Principles of Community.

•

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

QUALIFICATIONS

Knowledge and experience of the various operations of the circulation operation in an academic library, including billing, reserves, stacks maintenance, technical services, and public services

Required

Experience supervising others including training, scheduling, delegating work.

Required

Experience working in a networked environment with demonstrated proficiency and capabilities with Microsoft Office 365 and online work collaboration tools such as Slack, Confluence, JIRA, etc.

Required

Experience supervising others including training, scheduling, delegating work.

Required

Demonstrated ability to exercise good judgment and sound

decision-making in routine and unexpected situations,

including interpreting and applying library policies.

Required

Demonstrated computer skills including Microsoft Office (Word, Excel, etc.), email, client/server database systems, and various other software packages.

Required

Demonstrated experience with collections and stacks maintenance and projects in a library setting, including shelving, shifting, weeding, and shelf-reading.

Preferred

Experience with Library Service Platforms, such as Ex Libris’s Alma/Primo, including the ability to use circulation, interlibrary loan, and reserves modules and to train others.

Preferred

Experience gathering and maintaining operational statistics

(e.g., circulation counts, gate counts, reserves processing

volumes)

Preferred

Experience with or understanding of course reserves processing, including physical and digital materials.

Preferred

Experience using timekeeping systems (e.g., TRS) to review and approve student employee timesheets.

Preferred

Experience serving as a point of contact for building safety, security, or facilities issues.

Preferred

Strong oral communication skills sufficient to effectively represent Access Services in various situations such as councils and committees, and to students and faculty with regards to issues such as billing, reserves, and borrowing-related privileges and problem resolution.

Required

Strong writing skills & ability to effectively communicate with patrons, peers, subordinates, and supervisors in a variety of written forms (i.e. memos, student employee evaluations, manuals, reports, etc).

Required

Interpersonal skills to initiate & maintain cooperative working relationships w/co-workers, supervisors, managers, & safety & law enforcement personnel. Ability to work harmoniously & as a team player, thrive in a team-based environment, & skill in fostering teamwork in others.

Required

Problem solving skills to diplomatically resolve disputes and discrepancies.

Required

Ability to follow directions from supervisor and to provide clear directions to student employees. Ability to work independently with attention to detail,and follow through on assignments with minimal direction. Ability to check own work for accuracy.

Required

Ability to perform successfully & function effectively in the face of numerous interruptions & distractions. Skill in prioritizing assignments to complete work in a timely manner while managing changes in workload & assignments, deadlines, competing requirements and priorities, and heavy workloads.

Required

Ability to make immediate decisions based on situational and policy/procedural considerations (i.e. need for flexibility, sensitivity to maintain good public relations, and the ability to analyze and give recommendations on the long-term impact of policy changes to various library user groups).

Required

Organizational and analytical skills to balance multiple and sometimes conflicting priorities, participate in complex projects, and perform efficiently and courteously amidst frequent distractions and interruptions.

Required

Demonstrated ability to maintain composure and poise while resolving conflicts and problems resulting from violations of organizational policy, complaints from customers or emergency situations.

Required

Supervisory skills to motivate and train student staff to perform tasks quickly, efficiently and correctly, to take appropriate action to improve performance, to effectively communicate expectations and delegate work based on overall workloads and student staff capabilities.

Required

Skill in scheduling student staff with varying ability in several locations requiring fluctuating staffing patterns.

Required

Demonstrated commitment to fostering an inclusive, equitable, and welcoming environment for patrons and staff.

Required

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Arts Library, Public Affairs Bldg.

•

General Office Equipment

Standing/Walking

X

X

Sitting

X

Bending/Stooping

X

X

Squatting/Kneeling

X

X

Climbing

X

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

X

Lifting/Carrying/Push/Pull over 50 lbs

X

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

Loud noise levels

X

Marked changes in humidity or temperature

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

Exposures other

X

Sustained attention and concentration

X

X

Complex problem solving/reasoning

X

X

Ability to organize & prioritize

X

X

Communication skills

X

X

Numerical skills

X

X

Mental demands other

X

X

Classification 3:  Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution.