Collections Assistant, Libraries and Cultural Resources

Description

Libraries & Cultural Resources is currently seeking a Full-time Regular Collections Assistant.

Reporting to the Manager, Collections, this position is part of the Collections team within Libraries & Cultural Resources and supports access to physical publications through the receiving and maintenance of print publications including periodicals, looseleaf publications, and standing orders. Duties include processing invoices, receiving serial materials in Alma (Library Resource Management System), and troubleshooting discrepancies related to shipments, invoices, and system records. The work location for this position is the High Density Library (Spy Hill), with possible periodic project work taking place on the main University of Calgary campus.

The work requires knowledge of library acquisitions procedures and workflows, excellent attention to detail, and adaptability when processing materials in multiple formats and languages. The position works collaboratively with internal and external stakeholders, including library staff, publishers, vendors, and service providers, and supports the accessibility and discoverability of materials in Primo (Library discovery system).

The position involves moderate stress due to competing priorities, deadline-driven renewals and projects, vendor communications, payment timelines, and ongoing system and workflow changes. Workloads may increase during subscription renewal periods, fiscal year-end, project work, and periods of high-volume material receipt. This position requires the ability to lift loads of up to 30 pounds and push loads of up to 100 pounds.

Summary of Key Responsibilities (job functions include but are not limited to):

Receiving, processing invoices, and Maintaining Serials Materials

• Receive and process serial subscriptions, periodicals, loose-leaf services, standing orders, and continuation materials using Alma.
• Verify shipments against purchase orders, subscription records, and packing slips to ensure materials received are accurate and complete.
• Confirm that an active subscription or order is in place before processing materials.
• Create, update, and maintain item holdings and receipt records to support accurate tracking and access.
• Apply barcodes, RFID tags, and other physical processing as required, and maintain related documentation.
• Monitor subscription renewals and assist in maintaining continuity of access to serial publications.
• Cancel subscriptions and close orders as requested, ensuring financial commitments are accurately updated in Alma.
• Review and process invoices for serial subscriptions and continuation materials.
• Match invoices to subscription and purchase order records and resolve discrepancies as required.
• Verify invoice pricing against agreed subscription costs and approved percentage increases.
• Use Adobe or other electronic means to record the date received, purchase order line (POL), and initials on invoices for tracking purposes.
• Approve invoices in accordance with institutional procedures and forward completed documentation for payment processing.
• Obtain manager approval to process invoices when costs exceed agreed-upon increase thresholds.
  
  

Troubleshooting and resolution

• Investigate and resolve discrepancies involving receipts, subscriptions, shipments, and vendor claims.
• Identify and resolve invoice and billing errors, communicating with vendors to obtain corrections or resolve outstanding issues.
• Investigate and correct receipt errors in Alma to maintain accurate and reliable records.
• Identify and resolve issues related to order records, item records, metadata, and serials workflows within Alma.
• Review record displays in Primo and investigate access or visibility issues.
• Use internal and external library systems and resources to research and resolve serials-related issues.
• Provide troubleshooting and problem-solving support to library staff and patrons, as required.
• Run reports using Alma Analytics to support daily serials workflows and renewal activities.
  
  

Project Support

• Assist with projects connected to large-scale collections initiatives.
• Project may involve documenting and quality control activities associated with ingestion of material in the HDL and support for mass digitization projects.
• Part of the project assistant role will include reviewing title lists in Excel spreadsheet format and verifying holdings information.
• Verify institutional holdings and assist with identifying duplicate materials where required and provide information and support to project team members and related library units.
• Use digital tools to maintain, organize, and update records and project data.
• Using provided guidelines, evaluate materials to determine their suitability for outgoing shipment and digitization.
• Use digital tools and library systems, including Alma Analytics, to run reports, gather, organize, and verify information.
  
  

Qualifications / Requirements:

• University degree, or a library technician diploma or an equivalent combination of education and experience.
• Technically proficient to work with integrated library systems (Alma/Primo), office management software (Outlook, Excel, Word, Office 365), with ticketing systems (LibAnswers, Samanage), and other communication platforms.
• Strong organizational, communication and interpersonal skills.
• Must be able to handle light to moderate lifting (up to 30 pounds) and pushing of loads (up to 100 pounds). Physically this is mostly books, book and mail trucks and bins of various sizes. Ability to work independently and as part of an interdisciplinary team in a dynamic environment and on a variety of simultaneous projects.
  
  

Application Deadline: October 28, 2026

We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.

This position is part of the AUPE bargaining unit, and falls under the Specialist/Advisor Job Family, Phase 1.

For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website.

About The University Of Calgary

UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit ucalgary.ca.

The University of Calgary has launched an institution-wide Indigenous Strategy ii' taa'poh'to'p committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.

The university's commitment to the Indigenous Strategy is evident through the oversight of 18 Elders serving on the Circle of Advisors and the many unit-based circles working towards implementation of the strategy including the Faculty Advisory Circle and teams such as the Office of Indigenous Engagement, the Writing Symbols Lodge, and the Indigenous Research Support Team. Many Indigenous-based events and processes are impacting curriculum, programming and polices at the University of Calgary.

As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Institutional Commitments ([email protected]) and requests for accommodations can be sent to People & Culture ([email protected]).

Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role.

We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.