Type of Appointment: Full-Time, Probationary

Job Classification: Library Services Specialist IV

Anticipated Hiring Range: $55,332 - $71,580 annually

Work Hours: Monday - Friday, 8am - 5pm, unless otherwise notified. 

Recruitment Closing Date: November 6, 2025

 

 

THE DEPARTMENT:

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.

DUTIES AND RESPONSIBILITIES:

• Digital Collections Management
• Creates and maintains descriptive, administrative, and technical metadata for SC&A digitized and born-digital content following national standards (e.g., Dublin Core, EAD, etc.).
• Manages the ingest and organization of digital assets in systems such as ArchivesSpace, Preservica, and Alma/Primo.
• Develops and maintains protocols for long-term digital preservation and access.
• Ensures copyright and intellectual property considerations are reviewed and addressed when creating, sharing, or disseminating digital content.
• Leads efforts to accession, preserve, and provide access to born-digital archival materials.
• Coordinates with donors and internal stakeholders to manage the transfer and documentation of digital content.
• Manages the workflow and metadata requirements of SC&A digital collections and ensures standards are followed for digital access platforms.
• In consultation with the University Archivist develops workflows and best practices for managing digital formats including email, digital photographs, video, audio, and institutional records.

Project Coordination & SC&A Website Maintenance

• Coordinates digital access projects for archival and special collections materials, including identifying and prioritizing materials for digitization.
• Collaborates with the Library Technology Services Operations Coordinator on digitization workflows and scanning schedules.
• Maintains and updates SC&A unit web pages to ensure accurate, timely, and user-friendly access to content, services, and digital collections.
• Works with library stakeholders to implement updates that reflect changing priorities, projects, and resources.

Lead Work and Supervision

• Provides day-to-day supervision and lead work direction for students and interns assigned to related SC&A projects.
• Trains and mentors team members in digital tools, metadata creation, and content management systems.
• Oversees student schedules and monitors project assignments to ensure timely completion.
• Leads the recruitment, interviewing, onboarding, and training of student employees.
• Develops and monitors the applicable annual student employee budget, reviews and approves monthly student payroll documentation, verifies accuracy, and reports as appropriate.
• Establishes, communicates, and enforces policies and procedures for student workers within SC&A.

Reference & Reading Room Services

• Answers basic through advanced research questions using comprehensive knowledge and expertise gained from working with SC&A collections and by searching internal and external databases for relevant content and information.
• Refers users to other institutions or repositories when appropriate, staying current on regional collecting areas.
• Communicates clearly and professionally with patrons in-person, by phone, email, and Zoom to provide research support and prepare them for their visit.
• Registers readers onsite, verifies identification, and ensures accurate completion and filing of registration paperwork.
• Monitors the reading room following security measures to ensure the safe handling of materials; recommends procedural enhancements when needed.
• Maintains an organized and clean reading room; reshelves materials after use and ensures use is properly documented.
• Understands and clearly explains SC&A’s item handling guidelines, reproduction policies, and usage guidelines to users; processes scanning payments and submits to the budget analyst following protocols.
• Records and analyzes usage statistics in LibInsight and other databases; recommends improvements in data collection and reporting.
• Uses public service and statistical data to inform digital collection priorities and acquisition recommendations.

Collaboration, Outreach, and Public Service

• Assists with SC&A-related classroom instruction including instructional setup related material support.
• Creates and updates LibGuides to enhance discoverability and access to SC&A content.
• Assists in writing grant applications for preservation and dissemination of Special Collections materials.
• Designs, researches, installs, and creates captions for physical and digital exhibitions and other displays.
• Participates in outreach programs and public events to promote SC&A initiatives both on- and off-campus.
• Creates relevant content to share and connect with followers on the unit's social media platforms.
• May conduct or transcribe oral history interviews.
• Attends training and professional development opportunities to stay current with best practices in archives and special collections when budget allows.
• Provides backup support for other SC&A staff as needed to maintain service levels.

 

QUALIFICATIONS:

• High School Diploma/GED - or equivalent certification
• Driver License, Valid and in State 
• Five to six 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.

 

PREFERRED QUALIFICATIONS:

• A degree from an accredited university in a related field with coursework in archival theory and practice with two years of successful experience in a special collections department or archive.
• 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 write, 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. Thorough knowledge of digital preservation and digital collection building with such toots as Preservica.
• Knowledge of archival and library terminology, bibliographic standards, and reference databases.
• Ability to articulate ideas clearly and concisely in both verbal and written form.
• 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 excellent 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 collecting 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.
• Able to work evenings and weekends as required

 

 

Out of State Work

The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSU’s mission is to prepare educated, responsible individuals to contribute to California’s schools, economy, culture, and future. As an agency of the State of California, the CSU’s business operations almost exclusively reside within California.   The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. For more information, go to the CSU Out-of-State Employment Policy. 

 

Background Check

Cal Poly Pomona will make a conditional offer of employment to final job candidates, pending the satisfactory completion of a background check (including a criminal records check). The conditional offer of employment may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. In determining the suitability of the candidate for the position, Cal Poly Pomona will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history such as the nature, gravity and recency of the conviction, the candidate’s conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for. For more information, go to the CSU Background Check Policy.

 

CSU Classification Salary Range

This position is part of the California State University Employees Union (CSUEU) bargaining unit 9. The CSU Classification Standards for this position are located on the CSU Classification Standards website. The CSU Salary Schedule is located on the CSU Salary Schedule website. The classification salary range for this position according to the respective skill level is: minimum $4,611 and maximum $6,718 per month. Please refer to the anticipated hiring range for the appropriate salary rate for this particular position.

 

Employment Eligibility Verification

Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.  For more information, go to the Acceptable I-9 website. 

 

University Driving Requirements

Positions that require driving for university business by using a personal or state vehicle must comply with the Authorized University Driver Policy. Driving records are monitored and evaluated by the Risk Management Department. The Risk Management Department evaluates a good driving report based on the following criteria. The driver must: 1. Have a valid California or other State Driver’s license. 2. Have no more than 3 motor vehicle violations or been the cause of 3 accidents in a 12-month period (or any combination of 3 thereof) 3. Not have more than 3 DMV Points, if their license is Class C or, 4. Not have more than 5 DMV Points, if their license is Class A, B, or C with endorsements. For more information, go to the Authorized University Driver Policy.

 

Security & Fire Safety 

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), Cal Poly Pomona’s Annual Security Report and Annual Fire Safety Report are available for viewing at: https://www.cpp.edu/pdfs/annual_security_report.pdf and https://www.cpp.edu/housing/documents/fire_safety_report.pdf.

 

Pay Transparency Nondiscrimination

As a federal contractor, Cal Poly Pomona will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant.  For more information, see the Pay Transparency Nondiscrimination Provision poster.

 

Reasonable Accommodation

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at ADACoordinator@cpp.edu. For more information, go to Employment Notices.

 

Equal Employment Opportunity

Consistent with California law and federal civil rights laws, Cal Poly Pomona provides equal opportunity in employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. Cal Poly Pomona complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU’s Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices. 

 

Other Notices

For other important employment notices, we invite you to visit Cal Poly Pomona’s Employment Notices web page.