Documentation Technician

at  McGill University

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Position Summary:
Reporting to the Head Librarian of the Osler Library of the History of Medicine, the Documentation Technician fills many roles. The general areas of activity are administration, collections management, reference, outreach, as well as the development and implementation of projects, work methods, and procedures, including archival and book preservation.

Major Duties and Responsibilities:

• Performs duties related to reference service. Assesses user needs and assists with their research. Utilizes catalogues, databases and other reference works to respond to reference questions via chat, email, in-person or over the phone. Refers extensive and complex reference questions to other resource persons.
• Retrieves books and archival materials for readers and instructs rare and archival materials users on Library policies and best practices.
• Provides information, individually or in groups, concerning the organization of the library and its operations. Gives tours of the Osler Room, helps with crowd management when classes and groups visit.
• Assists the Head Librarian in promoting the library and its activities on social media.
• Acts as resource person and performs duties related to internal, network and interlibrary loans; retrieves items off a pull list.
• Performs bibliographic searching and verification using a variety of sources. Offers library users guidance on access: catalogue use, database searching, and direction towards resources relevant to the history of medicine.
• Participates in collection maintenance. Examines and sorts damaged material for withdrawal, replacement or repair, creates protective coverings for fragile materials. Participates in weeding projects. Processes rare material: checks in new items, double-checks records for errors, and makes appropriate item notes. Checks donation lists against existing holdings; performs preliminary sorting of gifts according to their suitability for the collection. Liaises with donors and exchange partners. Assists in collection surveys.
• Composes correspondence, completes forms, and processes documents related to activities of the unit.
• Verifies, updates and maintains files, databases, and records related to activities of the unit (e.g. statistics for the annual report, databases of contacts for circulation of the Newsletter, and information about library events and exhibitions).
• Participates in the development and implementation of projects, procedures, and work methods.
• Uses various equipment, such as microfilm readers, scanners, and audiovisual equipment. Ensures the maintenance and inventory of equipment in the Osler Library. Acts as a resource person, solves problems within area of expertise, and liaises with IT resource persons as required
• Uses a variety of software; maintains computerized information systems and participates in their development to improve efficiency within the unit.
• Ensures compliance with library policies, procedures and regulations. Follows up and resolves problems. Ensures the neatness and security of the work area.
• Monitors the library: makes sure patrons do not consume food or drink in rare materials areas and use only spill-proof drinks containers where permitted; monitors public and locked stacks for insects and vermin.
• Keeps abreast of new developments in libraries, archives, and preservation.

The list of duties and responsibilities outlined above is representative and not a complete and detailed list of tasks which may be performed by an employee whose position has been matched to this generic job description.
Other Qualifying Skills and/or Abilities:
DEC (Documentation and Library Systems, Library Technician diploma) or equivalent experience required. Certificate, course work, or experience in archives and/or preservation highly desired. Bachelor’s degree in History or relevant subject matter is a definite asset. Strong knowledge of the organization, cataloguing, and preservation of rare and archival collections. Ability to read cursive, needed to decipher signatures and inscriptions in books preferred .Must meet physical requirements of the position, including lifting and manipulating books of various sizes and weight; moving full book trucks and lifting materials weighing up to 40 lbs; opening, packing and handling library materials; dusty or other varying conditions; Walking, squatting, bending or other similar postures and working while standing. High degree of manual dexterity, ability to pass a hand skills test needed to assist in basic book preservation. Well-developed capacity for attention to detail. Experience providing efficient customer service and communicating clearly both verbally and in writing. Experience working in public outreach, needed to help manage visiting classes and to give tours of the Osler Room. High degree of proficiency working in a PC environment using word-processing, spreadsheets, presentation software, databases, e-mail and internet. Proven ability writing social media posts in collaboration with other staff members, and editing websites is an asset. Strong grasp of grammar and attention to detail required to help the Head Librarian edit the Osler Library Newsletter. Must be able to maintain a high level of confidentiality when working with PPI (Protected Personal Information). Experience working in a team environment, establishing and maintaining effective working relationships with those contacted in the course of work. Must have demonstrated ability prioritizing work, exercising independent judgment, meet deadlines, and be detail-oriented and accurate. English and French, spoken and written. McGill University is an English-language university where day to day duties may require English communication both verbally and in writing. The level of English required for this position has been assessed at a level # 3 on a scale of 0-4.
Minimum Education and Experience:
DEC III - Documentation and Library Systems 4 Years Related Experience /
Hourly Salary:
(MUNACA Level G) $31.19 - $38.65
Hours per Week:
35 (Full time)
Supervisor:
Associate Librarian
Position End Date (If applicable):
Deadline to Apply:
2024-10-31
McGill University hires on the basis of merit and is strongly committed to equity and diversity within its community. We welcome applications from racialized persons/visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and persons of minority sexual orientations and gender identities, as well as from all qualified candidates with the skills and knowledge to productively engage with diverse communities. McGill implements an employment equity program and encourages members of designated groups to self-identify. Persons with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence,
accessibilityrequest.hr@mcgill.ca

• Performs duties related to reference service. Assesses user needs and assists with their research. Utilizes catalogues, databases and other reference works to respond to reference questions via chat, email, in-person or over the phone. Refers extensive and complex reference questions to other resource persons.
• Retrieves books and archival materials for readers and instructs rare and archival materials users on Library policies and best practices.
• Provides information, individually or in groups, concerning the organization of the library and its operations. Gives tours of the Osler Room, helps with crowd management when classes and groups visit.
• Assists the Head Librarian in promoting the library and its activities on social media.
• Acts as resource person and performs duties related to internal, network and interlibrary loans; retrieves items off a pull list.
• Performs bibliographic searching and verification using a variety of sources. Offers library users guidance on access: catalogue use, database searching, and direction towards resources relevant to the history of medicine.
• Participates in collection maintenance. Examines and sorts damaged material for withdrawal, replacement or repair, creates protective coverings for fragile materials. Participates in weeding projects. Processes rare material: checks in new items, double-checks records for errors, and makes appropriate item notes. Checks donation lists against existing holdings; performs preliminary sorting of gifts according to their suitability for the collection. Liaises with donors and exchange partners. Assists in collection surveys.
• Composes correspondence, completes forms, and processes documents related to activities of the unit.
• Verifies, updates and maintains files, databases, and records related to activities of the unit (e.g. statistics for the annual report, databases of contacts for circulation of the Newsletter, and information about library events and exhibitions).
• Participates in the development and implementation of projects, procedures, and work methods.
• Uses various equipment, such as microfilm readers, scanners, and audiovisual equipment. Ensures the maintenance and inventory of equipment in the Osler Library. Acts as a resource person, solves problems within area of expertise, and liaises with IT resource persons as required
• Uses a variety of software; maintains computerized information systems and participates in their development to improve efficiency within the unit.
• Ensures compliance with library policies, procedures and regulations. Follows up and resolves problems. Ensures the neatness and security of the work area.
• Monitors the library: makes sure patrons do not consume food or drink in rare materials areas and use only spill-proof drinks containers where permitted; monitors public and locked stacks for insects and vermin.
• Keeps abreast of new developments in libraries, archives, and preservation