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Client Services Coordinator

Administrative Unit : Jean-Léon Allie Library and Archives
Supervisor : Head of User Services Librarian
Hours : 35.00

Functions :

Job Title: Client Services Coordinator

Competition Number:  10-2020

Service:  Jean-Léon Allie Library and Archives

Immediate Supervisor: Head of User Services Librarian

Job Type:  Permanent 

Work Schedule: 35 hours/week (may need to work in the evenings and on weekends)

Salary Scale: Level 5, ($47 054 to $59 259)


In this document, the masculine pronoun is used without discrimination and only for conciseness.

Saint Paul University (1848) is the founding college of the University of Ottawa, with which it has maintained a federated relationship since 1965. Bilingual and on a human scale, it has more than 1,000 students. It offers programs in social communication, counselling and psychotherapy, canon law, public ethics, conflict studies, theology, human relations, transformative leadership and spirituality, and social innovation. Saint Paul University offers an environment conducive to professional growth and competitive benefits.



Under the direction of the Head of User Services Librarian, ensure day-to-day management of the service counter, stack assistance, books on reserve, proofreading, preparation of materials and bibliographic research.


CLIENT SERVICES                                                                           

Organization of tasks:

Supervise tasks related to client services, namely stack assistance, proofreading, preparation of materials, bibliographic research and classification of books;

Coordinate client services; keep up to date with new developments in areas related to client services; integrate these developments in the vision, objectives and priorities of client services; coordinate and facilitate the workflow and decision-making process of client services;

Work closely with all library staff, as well as with the University’s faculties, institutes and services;

Prepare statistical reports and other management reports on client services.


Day-to-day management:

Provide daily management of the service counter, i.e. (a) make sure qualified staff are at the service counter when the library is open; (b) train staff; (c) verify and suggest updates to policies related to client services; (d) prepare reports, statistics, and schedules for client services.

Manage the petty cash: add up the petty cash every day, identify gains or losses for the day, and deposit any gains;

Supervise placing books on reserve that professors have requested;

Verify volumes that have been identified as missing from the library and advise the Chief Librarian when a book has been missing for more than a year or when demand is urgent;


Client service:

Ensure stack assistance service is available: guide and assist students, professors and other users in using the various services that the library offers, especially computerized services such as reference tools, photocopiers, computers, the Internet and the library’s online catalogue; refer users to a librarian, if needed;

Do counter service while carrying out other duties (at least 5 x ½ day/week) during library hours (some evenings and weekends, if needed); do book returns and loans.



Prepare books on reserve for professors (handle requests, change the status of the book in the system, manage the reserve shelves). Maintain electronic resources for reserve (ebooks, journals, etc.) using the electronic reservation system.

Conduct bibliographic research in various databases (such as Alma and WorldCat) and library catalogues (such as OMNI).

Experience :


  • College diploma in technical documentation or equivalent education
  • 3 years of experience in a library or archives setting, specifically in the area of client service;
  • Knowledge of MARC formats;
  • Knowledge of Internet browsing;
  • Knowledge of Microsoft Office software (Word, Excel, PowerPoint, etc.);
  • Knowledge of other software used in libraries would be an asset.



  • Bilingualism: English and French (oral and written);
  • Ability to screen problems in your area of expertise and address them;
  • Drive, interest and motivation;
  • Flexibility and ability to cope with change;
  • Ability to communicate and work effectively as part of a group, as well as with supervisors and colleagues;
  • Understanding of and adherence to professional standards and ethical and intellectual freedom principles;
  • Good interpersonal and customer service skills;
  • Sense of responsibility and good judgment;
  • Autonomy: the incumbent manages all activities at the service counter every day;
  • Sense of initiative and respect for established procedures;
  • Ability to manage time and priorities well;
  • Ability to work under pressure;  
  • Availability/flexibility: cooperation and collaboration in daily activities and unusual requests;
  • Attention to detail.


Interested candidates are requested to submit an online application at by August 13, 2020 at 11:59pm.

We thank all applicants for their interest in this position. We will be contacting only those candidates who have been chosen for the next step of the selection process.

We are committed to ensure employment equity and we encourage the participation of all Canadians. If your application is successful and you think you need accommodation during the selection process, please notify us. Your personal information is protected under the provisions of the Privacy Act.