Special Collections and Archives Coordinator (LSS IV) (63096)

  • California State Polytechnic University Pomona
  • Pomona, California
  • Jun 01, 2021
Full Time Public Health

Job Description

*Evenings and Weekends as required
Along with a completed application, resume, and cover letter, we are asking applicants to upload a finding aid or writing sample that they have worked on for review.


The Special Collections and Archives unit of the University Library collects, organizes, and preserves Cal Poly Pomona's rare books and archival collections for use by current and future researchers. These unique interdisciplinary collections center around themes relevant to the mission of the university and the history of the region. Available to researchers from the university and general community, a key part of our mission is to engage researchers of all levels and promote learning, discovery, and scholarship. Taking pride in our role of preserving the history of these areas, we actively collect and welcome scholars from around the world on an annual basis.


Under the general supervision of the Department Chair/Head of Special Collections and Archives, the Special Collections and Archives Coordinator's primary role is to oversee the day-to-day operations of the Special Collections and Archives unit. This includes overseeing the unit's archival processing and public services efforts, as well as serving as the lead for the unit's library services specialists and student workers.

Collection Processing and Support:
• Oversees and leads archival collection processing by library services specialists and student assistants, including intellectual description and physical/digital arrangement of collections, regardless of format, utilizing the unit's archival management systems (ArchivesSpace and Preservica).
• Develops findings aids for archival collections and leads digitization efforts for the unit's digital collections.
• Oversees staff, student workers, and interns during the processing and finding aid creation; creates finding aids/digital collections and uploads newly completed and revised finding aids to the Online Archive of California and other union catalogs as appropriate.
• Participates with faculty and Special Collections staff in ongoing collection preservation activities, including monitoring the physical and digital condition of materials.

Public Service:
• Oversees the staffing and coordination of service hours for the Special Collections and Archives reading room.
• Maintains and creates user policies and procedures and works as part of the reader services team in Special Collections and Archives to assist researchers with ready reference, informational and directional questions; answers more specialized research questions as appropriate, and refers others to team members as necessary; tracks usage statistics in department databases and runs monthly usage reports; may engage in donor relations.

Staff and Student Assistant Coordination:
• Oversees the work of staff members and leads interviewing, scheduling, and training of unit student employees.
• Develops and submits the annual student employee budget for approval and monitors spending levels.
• With consultation from the Head of Special Collections and Archives and the HEERA manager (Senior Director, Library Operations & Development), establishes, maintains, and enforces procedures for student employees in the unit.
• Maintains student employee attendance records; reviews and approves monthly student payroll documentation.

Research, Writing, Exhibit Coordination, Professional Development and Other Duties:
• Prepares library publications such as LibGuides on archival and rare book collections.
• Assists in writing grant applications for preservation and dissemination of Special Collections materials.
• Assists with developing concepts and plans for exhibits in consultation with the library faculty and staff.
• Attends appropriate conferences and workshops to learn new skills and promote the department and collections as budget allows.
• Participates in oral history projects. Keeps abreast of current trends and best practices in the archival field. Serves on library and university committees as time allows.


• High School diploma or equivalent.
• Two (2) to (3) three years of related Library and/or clerical experience or an equivalent combination of experience and education.
• Comprehensive and in-depth knowledge of library operations in assigned library unit(s) or department and its relation to overall library operations.
• Comprehensive and in-depth knowledge of assigned unit's or department's principles, policies, practices and procedures and their relationship to overall library functions and other units, and the ability to apply this expertise and judgment to address unique problems.
• Thorough knowledge of library collection itself, its organization, and classification schemes.
• Comprehensive knowledge of external on-line databases, systems and resources and trends pertaining to assigned functional area, including expertise in searching strategies.
• Comprehensive knowledge of institution's and library's policies and practices associated with ethical use of and access to library and on-line resources, as well as general knowledge of library bill of rights and code of ethics.
• Comprehensive knowledge of national standards and resources pertaining to library operations, including the ability to source and interpret information from such resources.
• Comprehensive knowledge of national and institutional standards pertaining to copyright and intellectual property protection and the ability to apply this knowledge to ensure full compliance with legal requirements.
• Expertise in most aspects of the library's automated and on-line catalog systems, including database maintenance functions.
• Ability to participate in long range planning through the collection, organization, analysis, and interpretation of data and information.
• In-depth and comprehensive knowledge of library accounting and budget policies and procedures, including the ability to collect, organize and analyze data to support planning and budgeting.
• Comprehensive knowledge of all aspects of lead work direction and campus human resource and payroll policies and procedures.


• A degree from an accredited university in related field with coursework in archival theory and practice with two years of successful experience in a special collections department or archives.
• Thorough knowledge of archival processing, especially arrangement and description of collections.
• Strong commitment to public service, and the ability to understand and apply Special Collections policies and procedures with accuracy, discretion, and flexibility in a variety of situations.
• Skill in instructing others in the use of finding aid discovery systems and collections.
• Ability to provide support, assistance, and consultation to librarians, staff, administrators and researchers.
• Ability to interact with all levels of patrons and campus personnel. Ability to recommend and provide feedback on policies, procedures, and operational changes.
• Thorough knowledge of archival management systems such as ArchivesSpace or similar, catalog search techniques, and location and holding information. Thorough knowledge of finding aid creation; thorough knowledge of record formats such as MARC, EAD, and Dublin Core.
• Knowledge of archival and library terminology, bibliographic standards, and reference databases.
• Ability to articulate ideas clearly and concisely in both verbal and written form. Must possess good interpersonal skills.
• Ability to learn new software related to archival processing, collection management, finding aid creation and dissemination, and collection usage.
• Good organization and problem-solving skills, as well as attention to detail. Ability to meet deadlines.
• Ability to work independently using relevant knowledge to determine the best course of action, and to maintain progress on multiple projects without supervision concurrently.
• Knowledge of main collection areas (Pomona Valley, California wine industry, campus history, and equine history).
• Good interpersonal skills. Evidence of commitment to public service and the ability to work collaboratively with a variety of staff, faculty, administrators, and researchers.
• Experience with electronic records management, institutional archives, and oral histories.
• Previous supervisory experience.


A background check must satisfactorily be completed before a candidate can be offered this position. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for this position. The background check consists of the following: Employment verification, education verification, reference checks, and checks of the following systems and databases: National Social Security Number/Address Locator, Felony/Misdemeanor, National Criminal Database, Federal Criminal, Department of Motor Vehicles, and National Sex Offender Registry.


Cal Poly Pomona is an Equal Opportunity, Affirmative Action Employer. The university subscribes to all state and federal regulations and prohibits discrimination based on race, color, religion, national origin, sex, gender identity/gender expression, sexual orientation, marital status, pregnancy, age, disability, genetic information, medical condition, and covered veteran status.


Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal Poly Pomona Annual Security and Fire Safety Report is available at: https://www.cpp.edu/campus-safety-plan.shtml

Cal Poly Pomona is a smoke and tobacco-free campus. Please refer to the link below for policy information.



The person holding this position is considered a 'mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. http://www.calstate.edu/eo/EO-1083.html

Closing Date/Time: Open until filled

Job Address

Pomona, California 91768 United States View Map