Access Services Assistant, YRL

LIBRARY AST 3 (006760)

UCPath Position ID: 40111955

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1133662

Approved Date:

4/14/2025 12:57:33 PM

Date Last Edited:

4/14/2025 12:57:28 PM

Last Action Effective Date:

8/7/2023

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:

40111955

Position Description ID

167128

UC Payroll Title:

LIBRARY AST 3 (006760)

Business Title:

Access Services Assistant, YRL

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:

40046002

Reports to Payroll Title:

LIBRARY PROFL 4 CX

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.

004920

 STDT 3

4

004921

STDT 2

5

004922

STDT 1

10

POSITION SUMMARY

Reporting to the YRL Access Services Lead, the Access Services Assistant, YRL performs all Circulation and Stack Maintenance operations and supervises student staff. Major duties include circulation desk activities (including checkout/in, renewals, requests, answering patron questions, and enforcing Library policy), hiring, training, and supervision of 20-30 FTE student staff, public service, handling billing questions, library card issuance, responding to user complaints and safety and security issues, item record maintenance, and basic technical processing. Responsible for ensuring that all access and public service functions are efficiently performed and coordinated. Other major duties include stacks activities; sorting, shelving, shelf reading and shifting; item record maintenance; and assisting in the planning and executing of large-scale storage, withdrawal, and digitization projects. Assists in the maintenance of the Microfilm & Media collection by receiving new materials, regularly evaluating the collection, and helping identify and prepare candidates for yearly deposit at the Southern Regional Library Facility. Collaborates in strategic and day-to-day planning and decision-making for the department. Assists in the oversight of reprographics operations. Assists in coordinating the assignment and renewal of faculty carrels and lockers and overseeing the student staff involved. Serves as a UAS representative for the LibAnswers reference support team, responding to tickets triaged for UAS/YRL. Regularly monitors the library to identify and report any facilities related issues. Works with UAS colleagues, Community Service Officers, and UCPD to report and resolve safety and security issues in the libraries. Provides additional or emergency circulation desk coverage as needed due to staff shortages in YRL, Rosenfeld, or other UCLA Libraries reporting to the University Librarian. Modifies work schedule when a need for coverage arises.

Unified Access Services (UAS) employs 32 FTE in all eight campus libraries reporting to the University Librarian, responsible for providing circulation services, patron registration, shelving and stacks maintenance, interlibrary loan, course reserves, building maintenance, and monitoring of library safety and security. In addition to provision of access through traditional means for print library materials, UAS during the COVID-19 pandemic implemented numerous digitization and delivery programs designed to support remote learning and instruction. UAS works with UCLA facilities Management to identify and address building issues. UAS collaborates with UCPD and Community Service Officer (CSO) offices to create a safe environment for research. The UAS department serving the Charles E. Young Research Library annually circulates 200,000 volumes, handles over 60,000 interlibrary loan requests, and maintains the 2.2 million volume collection spread out over six floors. The department also handles access services duties for the East Asian Library, and makes regular referrals to Humanities and Social Sciences Division, International Studies departments, and Library Special Collections. 

Supervision and Training

1. Supervision of student staff: recruitment, hiring, onboarding, regular meetings, task assignment, & payroll. Serves as backup liaison with Library HR on payroll, 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, reprographics, & coordination with relevant units to maintain an effective work environment. Creates training documentation as needed. 4. Assists the Lead in resolving scheduling issues when they arise, including last-minute replacement coverage.

35%

Stacks Maintenance and Collection Support

1. Works with supervisor to coordinate, execute, & perform shelving, shifting, weeding, & shelf-reading projects 2. In consultation with supervisor, plans & executes large-scale storage, withdrawal, & digitization projects. 3. Prepares annual SRLF shipments: pulls materials, checks holdings, & works with RLF processing staff to coordinate item transfers & catalog changes. 4. Acts as a unit contact for Print Acquisitions, Cataloging & Metadata, & Preservation units. Works collaboratively to handle bindery &/or book repair issues, purchases, & item withdraws or maintenance. 5. Performs light technical processing of library materials. 6. Liaises with ILL & SRLF departments & troubleshoots request issues. 7. Receives new microfilm & media collection materials. 7. Collects & inputs statistics.

35%

Access Services Operations

Access Services Operations 1. Provides public service at the circulation desk: checkout/discharge, library card issuance, & answering user policy & procedural questions. 2. Answers billing inquiries & consults with the Lead on resolution as needed. 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 in YRL, Rosenfeld, or other UCLA Libraries reporting to the University Librarian. Modifies work schedule when coverage needs arise. 6. Assists with opening & closing procedures as appropriate.              

20%

Reprographics, Faculty Carrel, and Locker Suppor

1. Reprographics Support: Assists in maintenance of Bruincard system for self-service copying & printing in UCLA Library. Assists with reprographic troubleshooting of machines & works with supervisor & vendors to schedule repairs, track and order supplies, & report meter reads. As needed, recommends and participates in testing new machines & technology. 2. Faculty Carrel Support: Processes YRL applications, assigns carrels, & distributes keys. Maintains record of assignments and corresponds regularly with faculty to confirm usage & update records. Helps oversee student staff who perform bi-weekly inspections. 3. Locker Support: assists with the coordination of quarterly YRL locker rentals & renewals. Maintains record of assignments, & supervises clearance and packaging of items.

5%

Admin & Facilities Support

1. Monitors YRL Access Services shared email accounts and answers departmental phone lines. Responds to questions and patron requests; triaging when appropriate. 2. Serves as a UAS representative for LibAnswers. Performs regularly scheduled hours responding to tickets triaged for UAS/YRL. 3. Compiles work statistics and submits reports as requested. 4. Monitors use and servicing of library public service equipment and facilities, notifying appropriate department(s) of malfunctions. 5. Submits Trouble Calls to UCLA FM for routine building problems: elevator malfunctions, restroom cleaning, comfort, HVAC, electrical, and plumbing related issues.

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, evaluating job performance, counseling, and taking appropriate disciplinary action.

Required

Demonstrated experience implementing short & long-term projects and priorities for a department.

Required

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 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.

Preferred

Basic technical processing skills such as adding items to records, adding barcodes to items, relabeling/updating call numbers, and changing item locations.

Preferred

General knowledge of library cataloging and processing procedures.

Preferred

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 long-term impact of policy changes to various library user groups.

Required

Interpersonal skills to initiate and maintain cooperative working relationships with co-workers, supervisors, and managers. Ability to work harmoniously and as a team player, thrive in a team-based environment, and skill in fostering teamwork in others. Problem solving skills to diplomatically resol

Required

Communication skills sufficient to effectively represent YRL 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

Ability to exchange ideas and information with others to formulate, alter, and improve departmental policies and procedures.

Required

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

Required

Mathematical skills to perform tasks of budget and statistical requirements of the job, including the ability to analyze, integrate, and utilize a large amount of data to prepare accurate reports for departmental and library-wide groups and administration.

Required

Ability to embrace & utilize new/emerging technologies. Skill in responding quickly to tech challenges w/well-conceived ideas. Awareness of existing/emerging social media trends, audiences who use them, & other protocols for use within the org. to allow for effective & timely comm. to stakeholders

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 & priorities, and heavy workloads.

Required

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

Required

Ability to work independently and follow through on assignments with minimal direction. Required

Required

Ability to follow directions from supervisors and to provide clear directions to student employees.

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

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:

Charles E. Young Research Library

Standing/Walking

X

X

Sitting

X

Bending/Stooping

X

X

Squatting/Kneeling

X

X

Climbing

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

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.