Digital Assistant Job at University of British Columbia
University of British Columbia Vancouver, BC
$4,601–$4,953 a month
Staff - Union
Job Category
CUPE 2950
Job Profile
CUPE 2950 Salaried - Tech Svc Library Asst 4 (Gr8)
Job Title
Digital Initiatives Assistant
Department
UBC Library | Digital Initiatives | Digitization Centre
Compensation Range
$4,601.00 - $4,953.00 CAD Monthly
Posting End Date
May 24, 2023
Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
Job End Date
Job Description Summary
The Digital Initiatives Assistant provides complex assistance to the Digitization Centre by overseeing operations including training, documentation and the creation, enhancement, management and on-going preservation of digitized material in a variety of formats.
Organizational Status
Works independently under the general supervision of the Digital Projects Librarian. Collaborates on digitization projects with faculty and staff in the unit and beyond as appropriate. Liaises with IT staff responsible for maintaining software that provides access to digitized materials (e.g. CONTENTdm) as well as staffing the Digital Initiatives Unit as appropriate.
Work Performed
1. Creates and maintains up-to-date, internal technical documentation and training manuals for faculty, staff and students who will be using the scanning and digitization equipment in the Centre, particularly for uniformity in processes and application of standards and specifications.
2. Provides training for Library staff and students in the optimal use of the Centre s scanning and digitization equipment.
3. In consultation with the Digital Projects Librarian, recruits, supervises, trains and schedules student assistants and coordinates their activities and distribution of tasks. Monitors performance and provides feedback to Librarian.
4. Assists the Head in producing the annual student assistant budget and tracking its expenditures. Prepares and maintains all payroll records and time sheets for student assistants. Submits payroll hours using e-payroll system.
5. Identifies, recommends and implements new policies, procedures, services and resources.
6. Digitizes and oversees the digitization of a wide range of materials (including but not limited to photographic images, textual records, audio and video recordings, cartographic and architectural drawings and printed material). Participates in the development of digitization projects and develops processes and procedures to promote optimal workflow.
7. Schedules and prioritizes uploads of digitized material to CONTENTdm (or other digital collections content management systems as appropriate). This includes creating collections, adding content and metadata and providing maintenance for digital repository collections as required.
8. Produces derivatives from digital materials for patrons and partners in a timely manner. Activities may include re-scanning at higher resolution for publication, cropping, re-sizing, reformatting or otherwise editing special media files.
9. Manages digitized files by naming, organizing and maintaining them in accordance with file naming conventions and folder structures to promote effective access.
10. Executes plans for preserving digitized files using Archivematica and other tools for all formats of material.
11. Researches and recommends appropriate software and hardware, technical standards and workflow procedures to support Digital Initiatives digitization activities.
12. Performs quality assurance and quality control to ensure compliance with image quality and reproduction requirements. Assess all digitized documents to ensure completeness, accuracy, and proper indexing.
13. Researches and stays current with recognized and evolving standards both for the preservation of digital files and the dissemination of these electronic resources via the web.
14. Compiles analytics and other statistical information relating to digitization activities.
15. Assists Librarians with the re-purposing and re-packaging of digitized material. Examples may include PowerPoint presentations, video productions, etc.
16. Prepares project material for digitization including light conservation work as necessary.
17. Maintains a range of playback and recording equipment both in support of digitization.
18. Performs other duties related to the qualifications and requirements of the job.
Consequence of Error/Judgement
Performs duties independently under minimal supervision. Makes decisions in accordance with broadly established guidelines, library and university policies and procedures, requiring initiative to complete them independently. There are a variety of job tasks requiring ongoing prioritization. Unusual or major problems are referred to University Archivist in a timely manner. Good judgement is required in knowing when to refer and issue to the University Archivist. If proper attention is not paid to the creation and preservation of digital files then at best they will not be accessible and at worst if not properly backed up they may be lost entirely in the event of a computer malfunction resulting in the loss of significant resources.
Supervision Received
Position is accountable to the Digital Projects Librarian who also provides daily supervision and conducts performance reviews.
Supervision Given
Supervises and oversees the work of student workers and temporary staff engaged in digitization activities. Trains new staff on work procedures.
Minimum Qualifications
High School graduation and two year Library Technician diploma.4 years relevant experience or the equivalent combination of education and experience.
The Digital Initiatives Assistant provides complex assistance to the Digitization Centre by overseeing operations including training, documentation and the creation, enhancement, management and on-going preservation of digitized material in a variety of formats.
Organizational Status
Works independently under the general supervision of the Digital Projects Librarian. Collaborates on digitization projects with faculty and staff in the unit and beyond as appropriate. Liaises with IT staff responsible for maintaining software that provides access to digitized materials (e.g. CONTENTdm) as well as staffing the Digital Initiatives Unit as appropriate.
Work Performed
1. Creates and maintains up-to-date, internal technical documentation and training manuals for faculty, staff and students who will be using the scanning and digitization equipment in the Centre, particularly for uniformity in processes and application of standards and specifications.
2. Provides training for Library staff and students in the optimal use of the Centre s scanning and digitization equipment.
3. In consultation with the Digital Projects Librarian, recruits, supervises, trains and schedules student assistants and coordinates their activities and distribution of tasks. Monitors performance and provides feedback to Librarian.
4. Assists the Head in producing the annual student assistant budget and tracking its expenditures. Prepares and maintains all payroll records and time sheets for student assistants. Submits payroll hours using e-payroll system.
5. Identifies, recommends and implements new policies, procedures, services and resources.
6. Digitizes and oversees the digitization of a wide range of materials (including but not limited to photographic images, textual records, audio and video recordings, cartographic and architectural drawings and printed material). Participates in the development of digitization projects and develops processes and procedures to promote optimal workflow.
7. Schedules and prioritizes uploads of digitized material to CONTENTdm (or other digital collections content management systems as appropriate). This includes creating collections, adding content and metadata and providing maintenance for digital repository collections as required.
8. Produces derivatives from digital materials for patrons and partners in a timely manner. Activities may include re-scanning at higher resolution for publication, cropping, re-sizing, reformatting or otherwise editing special media files.
9. Manages digitized files by naming, organizing and maintaining them in accordance with file naming conventions and folder structures to promote effective access.
10. Executes plans for preserving digitized files using Archivematica and other tools for all formats of material.
11. Researches and recommends appropriate software and hardware, technical standards and workflow procedures to support Digital Initiatives digitization activities.
12. Performs quality assurance and quality control to ensure compliance with image quality and reproduction requirements. Assess all digitized documents to ensure completeness, accuracy, and proper indexing.
13. Researches and stays current with recognized and evolving standards both for the preservation of digital files and the dissemination of these electronic resources via the web.
14. Compiles analytics and other statistical information relating to digitization activities.
15. Assists Librarians with the re-purposing and re-packaging of digitized material. Examples may include PowerPoint presentations, video productions, etc.
16. Prepares project material for digitization including light conservation work as necessary.
17. Maintains a range of playback and recording equipment both in support of digitization.
18. Performs other duties related to the qualifications and requirements of the job.
Consequence of Error/Judgement
Performs duties independently under minimal supervision. Makes decisions in accordance with broadly established guidelines, library and university policies and procedures, requiring initiative to complete them independently. There are a variety of job tasks requiring ongoing prioritization. Unusual or major problems are referred to University Archivist in a timely manner. Good judgement is required in knowing when to refer and issue to the University Archivist. If proper attention is not paid to the creation and preservation of digital files then at best they will not be accessible and at worst if not properly backed up they may be lost entirely in the event of a computer malfunction resulting in the loss of significant resources.
Supervision Received
Position is accountable to the Digital Projects Librarian who also provides daily supervision and conducts performance reviews.
Supervision Given
Supervises and oversees the work of student workers and temporary staff engaged in digitization activities. Trains new staff on work procedures.
Minimum Qualifications
High School graduation and two year Library Technician diploma.4 years relevant experience or the equivalent combination of education and experience.
- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own
- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion
Preferred Qualifications
Experience in scanning and digitization processes. Experience with digital content management software and other software packages including but not limited to Photoshop, Dreamweaver, Adobe Acrobat and OCR applications. Experience in the creation and editing of a wide range of file types including PDF, TIF, JPEG, MPEG, MP3, WAV, etc.. Experience working within an archival or special collections environment with a demonstrated appreciation for the handling of rare or fragile material an asset. Knowledge of best practices for digitization activities including media capture, data migration and metadata creation within a highly networked environment an asset. Ability to coordinate and oversee work processes.Ability to communicate effectively verbally and in writing.Ability to provide quality service to customers in a courteous, patient manner.Ability to develop and maintain cooperative and productive working relationships.Ability to effectively manage multiple tasks and priorities.Ability to maintain accuracy and attention to detail.Ability to prioritize and work effectively under pressure to meet deadlines.Ability to analyze problems, identify key information and issues, and effectively resolve.Ability to work effectively independently and in a team environment.
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