University of Waterloo

Course Reserves and Resource Sharing Assistant

Requisition ID 2024-11968
Employment Type
Time Type
Hiring Range
$41,240 - $51,550
Job Category
Job Location : Location


The University of Waterloo Library is the campus's partner in learning, research and innovation. Its two main locations and three satellite spaces act as interdisciplinary hubs, bringing together the knowledge, expertise and resources needed by our diverse campus community. The University was built for change and the Library exemplifies Waterloo’s agility as we continuously transform our approaches to creating, discovering, using, sharing and preserving information. With a commitment to open and equitable access to information, we equip researchers and students with the critical research skills to improve our world as active citizens, creative problem solvers and agile leaders. All of our work is done with a strong commitment to equity, diversity, inclusion and accessibility.


Reporting to the Manager, Circulation Services: Resource Sharing and Reserves, the Course Reserves and Resource Sharing Assistant splits their time between the Course Reserves and Resource Sharing teams, imbedded in Circulation Services. The Course Reserves team processes course materials to make them available to students, working closely with instructors. The Resource Sharing team fulfills requests from UW patrons and requests from libraries in the Ontario Council of University Libraries (OCUL) consortium, throughout Canada, the United States, and other international locations.


This role is also responsible for providing outstanding service at physical and virtual service points during evening, weekend, and daytime hours.

There are two vacancies for this position.


Supports Course Reserves processes

  • Processes requests from instructors for digital and print materials to be made available to students via a variety of channels within published service standards
  • Develops expertise in the systems and policies needed to process Course Reserves to explain the service to instructors and students
  • Ensures requests are processed accurately and all scanned materials are of a high quality and meet accessibility standards
  • Maintains knowledge and ensures consistent application of copyright policies and practices
  • Employs professional communication skills to explain copyright policies and practices associated with digital and print reserves to course instructors

Supports Resource Sharing processes

  • Supports Resource Sharing processes including pulling books from the stacks, scanning articles, and shipping materials through on and off- campus delivery methods
  • AppliesResourceSharingpolicies,guidelinesandcopyrightregulations
  • Contributes to the maintenance of the physical collection by sorting and shelving print materials
  • Conducts thorough searches at both libraries for missing items, communicating with colleagues and patrons
  • Assists with digitizing print materials adhering to a high-quality standard, communicating with campus academic department contacts
  • Uses document editing software to organize and clean up digitized documents to meet accessibility and readability standards

Client service

  • Provides outstanding service at virtual and in-person service points for all library, campus, and community members, working a variety of shifts on campus (daytime, evening and weekends)
  • Consistently practices a wide variety of client service skills such as: patience; attentiveness; positive language; willingness to learn and problem solve on behalf of library patrons
  • Embraces a collegial and collaborative outlook
  • Contributes to continuous improvement in the department by identifying and bringing forward issues, and by participating in working groups and committees
  • Supports and advances the Library’s strategic directions to further the library’s contribution to the campus Strategic Plan


  • High school graduate or equivalent education and experience. Post secondary education is an asset
  • Experience providing frontline service
  • Experience in library operations, particularly knowledge of circulation, Interlibrary Loan and Course Reserves systems is an asset
  • Demonstrated experience successfully collaborating in a collegial team environment
  • Demonstrated aptitude and for and commitment to outstanding client service; proven excellent communication and interpersonal skills
  • Demonstrated analytical and problem-solving skills, with proven attention to detail
  • Proven ability to prioritize and manage tasks
  • Demonstrated aptitude with detailed software applications
  • Basic MS Word
  • Basic MS Excel
  • Basic Adobe Pro
  • Moderate lifting and carrying of library materials is required
  • This position works on a fixed schedule of evening, weekend, and daytime hours

Equity Statement

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg, and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is co-ordinated within the Office of Indigenous Relations.


The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion.  As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+.


Positions are open to qualified candidates who are legally entitled to work in Canada. 


The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at  or 519-888-4567, ext. 45935.


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