Pomona, CA: Special Collections & Archives Processing Specialist, California State Polytechnic University, Pomona

Job Opening Title: Special Collections & Archives Processing Specialist

Name of Employer: California State Polytechnic University, Pomona

Job Site Location : Pomona, CA

Application Deadline: January 16, 2023

Minimum Degree Requirement: High School Diploma (or equivalent)

Years of experience required: 2-3 Years

Salary Range: $3,775 – $4,730 per month

Job opening URL:


Job Description (if URL to posting not available). Include instructions for how to apply.:


In addition to filling out the online application, candidates are also asked to upload a resume, a cover letter addressing qualifications, and a writing sample (preferably a finding aid).


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 general direction of the SCA Coordinator, the Special Collections and Archives Processing Specialist plays an important role in the day-to-day operations of the Special Collections and Archives unit. This includes working collaboratively and efficiently as part of the Special Collections and Archives team to ensure the units mission, goals, and objectives are met in a timely manner.

This position has two primary duties – collection processing and public service. In regard to collection processing the Special Collections and Archives Processing Specialist enhances access to the unit’s physical and digital archival materials by processing various archival collections and digitizing collection content utilizing the unit’s archival management systems (ArchivesSpace and Preservica). In regard to public service the Special Collections and Archives Processing Specialist participates in reference, instruction, public programming, outreach, social media efforts, exhibit preparation, and tracking usage statistics in appropriate databases.

The Special Collections and Archives Processing Specialist also participates in other department activities as needed, including grant-writing, digital humanities initiatives, oral histories, and donor relations.


Collection Processing, Support, and Coordination

Accessions materials using in-depth knowledge of department procedures; processes archival collections in all types of formats following department standards (rehousing materials, labeling folders, digitization, data entry, and research)
Using working knowledge of industry standards, develops finding aids and digital collections for manuscript and archival collections using ArchivesSpace, Preservicia and library databases.
Prepares rare books for addition to Special Collections.
Analyzes and interprets ongoing collection preservation, description activities, evaluation, and storage needs and participates with other department faculty and staff to ensure best practices.
Incumbent may provide lead work direction for student workers assigned to the area and may participate in hiring, training, evaluating and payroll processing of student workers.
Supports annual budget process by tracking materials expense and recommending purchases as needed.

Public Service

Works as part of the public services team in Special Collections and Archives. Using indepth knowledge of library operations, prepares researchers for their visit to Special Collections (providing directions and parking information); investigates and researches reference queries, communicates information in-person, over-the-phone, and through email; makes copies for patrons and scans items as needed.
Records usage statistics in LibInsight and other library databases and runs monthly reports. Analyzes and interprets usage data making recommendations for collection acquisitions to management.
Retrieves and shelves items using thorough knowledge of library policies and procedures. Communicates registration procedures and proper handling of items to patrons, including external researchers, faculty, staff, and students.
Monitors the reading room following department procedures to ensure the safety and security of materials; keeps area tidy.
Stays up-to-date with archival collections and books processed/acquired and what other repositories in the area have to best answer reference questions.


Participates in other department activities as needed, including oral histories, transcriptions, grant-writing, exhibits, LibGuides, designing event advertisements, social media efforts, and public programming both on and off campus.
Attends appropriate workshops and conferences to learn new skills and promotes the unit when budget allows.
Keeps abreast with current trends and best practices in the special collections and archival field.
Serves as back-up for other SCA team members as needed to maintain service level.
Serves on library, university, and CSU-wide committees to review, recommend and implement new practices and policies as needed.


High school diploma (or equivalent).
Per the classification standard, the minimum qualification to enter the LSS series is two to three years of related Library and/or clerical experience or an equivalent combination of experience and education. At the LSS III, level, please see 17 F below.

Thorough knowledge of and ability to interpret overall library policies and procedures and an in-depth knowledge of library operations, policies and procedures pertaining to assigned functional area, including a solid understanding of individual work functions and the ability to adapt to work procedures. Working knowledge of library collection and its organization, as well as classification schemes. Demonstrated expertise in creating and correcting bibliographic records. Thorough knowledge of external on-line databases, system and resources, including the ability to perform complex on-line searches. Thorough knowledge of institution’s and library’s policies and practices associated with the ethical use of and access to library and on-line resources. Working knowledge of national standards pertaining to library operations, including a thorough of institutional standards pertaining to copyright and intellectual property protection and the ability to interpret and apply them, as well as explain them to patrons, to ensure compliance. Demonstrated expertise in using library automated systems(s), especially subsystem(s) pertaining to the functional area, including database maintenance. Ability to investigate and research more complex problems, including analyzing and interpreting information. Working knowledge of library accounting and budget procedures and allocation processes, and ability to apply this knowledge to assist in handling vendor accounts and the budget process. Strong written and verbal communication skills to be able to prepare internal library reports and written and visual presentations on library resources and present them to library patrons, including students. Strong communication and interpretive skills to be able to interview patrons regarding their information needs and guide them in the use of more complex library and on-line resources. Thorough knowledge of all aspects of lead work direction including assisting in employee selection, training employees in new work procedures, assigning work, organizing workflow and establishing priorities, reviewing work, providing input to performance evaluations and promoting teamwork to optimize effectiveness. Working knowledge of campus human resource practice and payroll procedures. Strong organizational skills to oversee and lead workflow in assigned area.


Coursework in archival/special collections theory and practice and/or two years of successful experience in a special collections department or archives.
Must possess a 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.
Thorough knowledge of digital preservation and digital collection building with such tools as Preservica.
Ability to articulate ideas clearly and concisely in both verbal and written form. Must possess good interpersonal skills.

COVID-19 Vaccination

CSU requires faculty, staff, and students who physically access campus facilities or programs to be fully vaccinated against COVID-19, which includes obtaining a COVID-19 booster dose, or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement. See policy at https://calstate.policystat.com/policy/11030468/latest.

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. See policy at https://calstate.policystat.com/v2/policy/10899725/latest/.

Background Check

Cal Poly Pomona will make a conditional offer of employment, 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 criminal conviction history, considering such factors 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. See policy at https://www.cpp.edu/eoda/employee-labor//documents/employment-policies/hr2017-17.pdf.


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. See Form I-9 Acceptable Documents at https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.

Conflict of Interest

This position is a “designated position” in the California State University’s Conflict of Interest Code. The successful candidate accepting this position is required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission. See policy at https://www.calstate.edu/csu-system/faculty-staff/systemwide-human-resources/conflict-of-interest/.

Child Abuse/Neglect Reporting Act (CANRA) (Include this verbiage when the position being recruited has been designated as a Mandated Reporter)

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. See policy at https://calstate.policystat.com/v2/policy/10927154/latest/.


Cal Poly Pomona is a smoke and tobacco-free campus. See policy at https://calstate.policystat.com/policy/6591951/latest/.

Clery Act

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.

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. More information is available at: https://www.cpp.edu/eoda/employee-labor//access-accommodations/index.shtml.


Cal Poly Pomona is an Equal Opportunity, Affirmative Action Employer. The university subscribes to the pay transparency nondiscrimination provision and all state and federal regulations that prohibit 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. More information is available at: https://www.dol.gov/sites/dolgov/files/OFCCP/pdf/pay-transp_English_formattedESQA508c.pdf and at https://www.cpp.edu/eoda/employee-labor/documents/aa-eeo-doc/policy-statement_2022-aap-for-california-state-polytechnic-university-pomona_confidential_20220127.pdf.

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