Archives Processor and Projects Coordinator

Reporting to the Director of Special Collections and Archives, the Archives Processor and Projects Coordinator is responsible for processing archival records, manuscripts, and student research. The position will arrange, describe, and preserve materials; create and revise finding aids; hire, train, and supervise the work of students who gain unique “Learn by Doing” experiences through preliminary processing and other hands-on projects; participate in developing and implementing processing plans and procedures, in addition to collections maintenance and space management plans for two locations; and improve the physical and intellectual control, access, and preservation of materials. This position also supports reading room activities; specific services such as reprographics, use permissions, and licenses; participates in departmental planning; and helps organize and execute special projects that streamline work and help meet strategic program goals.

Established in 1969, Special Collections and Archives acquires, organizes, describes, preserves, interprets, and provides access to primary research materials in their original formats to support discovery, education, and research at all levels and across disciplines. Our collections focus on architecture and built environment in California; the economic, social, and cultural history of the Central Coast, including agriculture, ranching, and environmentalism; artists’ books and fine printing as they relate to the graphic arts and their allied arts and sciences; and the University Archives, which include president’s papers, nearly 100 years of the Mustang Daily newspaper, KCPR radio recordings, Cal Poly promotional films, among many other academic and administrative records and documents of campus life. The department is committed to adopting new technologies, championing creative scholarship, and developing partnerships that advance comprehensive polytechnic teaching and learning. Under general supervision, the Archives Processor and Projects Coordinator contributes to the fulfillment of services and programs in Special Collections and Archives and the library overall. Primary activities of staff in Special Collections and Archives involve supporting a wide range of collection development and management activities, including acquisitions and processing; physically maintaining the collections; collection retrieval and shelving; patron reference support; preparing and presenting instructional sessions and materials in collaboration with faculty and staff; developing special programs, as well as physical, visual, and Web-based displays related to the collections.

Required qualifications

Education and Experience

High school education or equivalent certification plus two to three years of related library and/or clerical experience or an equivalent combination of experience and education

Specialized Skills

  • Demonstrated expertise in creating and correcting archival finding aids and bibliographic records.
  • Ability to identify, delineate, execute, and manage multipart projects.
  • Working knowledge of national standards pertaining to archival operations, including a thorough knowledge of standards pertaining to archival processing and preservation.
  • Familiarity with research using primary and secondary sources.
  • Demonstrated ability to perform technical aspects of work assignments including a strong ability to interpret overall library policies, procedures, operations, standards, ethics, and best practices as they pertain to special collections and archives and individual work, as well as demonstrated experience evaluating procedures and recommending changes.
  • Thorough knowledge of all aspects of lead work direction including assisting in employee selection, training employees in new work procedures, assigning work, organizing work flows, establishing priorities, reviewing work, providing input to performance evaluations and promoting teamwork to optimize effectiveness.
  • Working knowledge or understanding of special collections and archives and their organization, as well as classification schemes.
  • Demonstrated knowledge of automated academic library and special collections and archives programs, online resources, databases, and systems, sufficient to perform assigned duties, technical work and/or assist patrons.
  • Ability to investigate and research more complex problems, including analyzing and interpreting information.
  • Strong written and verbal communication skills to be able to prepare and compile information in an organized manner as well as prepare and present reports on library resources to library patrons, faculty, staff, and students.
  • Demonstrated ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere, appropriately communicating and escalating issues, and demonstrating flexibility.
  • Ability to establish and maintain effective working relationships in a diverse population, that includes people from many cultural backgrounds.
  • Excellent computer skills and demonstrated ability to use a variety of standard computer applications including word-processing, spreadsheet, and presentation software, databases, online systems, the Internet, and online calendaring and email to perform technical work or assist patrons.
  • Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
  • Working knowledge of financial procedures and processes, and ability to apply this knowledge to track and monitor departmental expenditures, student payroll, office supplies, and contribute to the annual budget planning process.
  • Working knowledge of or ability to quickly learn University infrastructure, policies, and procedures.
  • Thorough knowledge of English grammar, spelling and punctuation.

Special Conditions

  • Must be willing to travel and attend training programs off-site for occasional professional development.
  • Must be able to work overtime, occasional holidays, and adjust working hours to meet special jobs and events.
  • Must be able to work in an environment typical of academic libraries, including exposure to dust from books and materials, variable indoor temperatures and ventilation, regular contact with the public, and interruptions in a fast-paced environment.
  • 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.
  • Must be able to successfully pass a pre-employment background/fingerprint check.
  • Must be able to handle large, heavy books and materials, maneuver fully loaded book trucks safely.
  • In order to provide materials requested by patrons, must be able to retrieve items from library shelves.
  • 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.
  • Retired CalPERS members selected for this vacancy must request and be approved for reinstatement from retirement prior to the start date. Employment of retired CalPERS members will typically be for 90 days or less and must be for work requiring specialized skills or for a bona fide emergency to prevent stoppage of business.
  • May be required to complete a Supplemental Employment Application Questionnaire, which contains questions pertaining to conviction history, and submit it when requested by Cal Poly. This disclosure is confidential and will not necessarily preclude applicants from employment.

 

Preferred qualifications

  • Prior library experience including working in an academic library’s special collections and archives department.
  • Bachelor’s level degree, preferably in history or related field.
  • MLIS degree from an ALA-accredited school or equivalent; and/or advanced degree in a relevant subject area.
  • Project management experience.
  • Ability to articulate a genuine enthusiasm and interest for the position.
  • Demonstrated customer-centered skills in an educational or public services environment.
  • Prior experience supervising students and/or other staff.
  • Knowledge of digitization.

 

How to apply

To apply, visit WWW.CALPOLYJOBS.ORG to complete the required online staff application and apply to requisition #103705. Applicants will have the option of attaching a Cover Letter, Resume and three Letters of Recommendation via the online employment system. Applicants needing computer/internet access may contact Cal Poly Human Resources at: (805) 756-2236, for information on available resources.

At California Polytechnic State University, San Luis Obispo, we believe that cultivating an environment that embraces and promotes diversity is fundamental to the success of our students, our employees and our community. Bringing people together from different backgrounds, experiences and value systems fosters the innovative and creative thinking that exemplifies Cal Poly’s values of free inquiry, cultural and intellectual diversity, mutual respect, civic engagement, and social and environmental responsibility.

Cal Poly’s commitment to diversity informs our efforts in recruitment, hiring and retention. California Polytechnic State University is an affirmative action/equal opportunity employer/minorities/females/vet/disability.

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About Kennedy Library

The Robert E. Kennedy Library is the 2014 ACRL Excellence in Academic Libraries award winner. We are the first university library in California to receive the award since it was first given in 2000. We are the campus hub for information resources, integrating traditional library resources and technology to support the University’s evolving academic programs, research interests, and user needs. The library offers consultative and instructional services delivered by expert college librarians, and provides access to over 45,000 digital journals, 160,000 ebooks, and over 500,000 print volumes. The library building provides collaborative study spaces, computer labs, a Data Studio, and collection of K-8 textbooks and teaching resources. Study spaces on five floors include a popular atrium, a collaboration-friendly learning commons, a busy café, and ample natural light and views of the surrounding hills. Building visitors exceed 1.4 million a year. In 2008 the library launched DigitalCommons@CalPoly, a digital archive for the intellectual output of faculty and students, with over 20,000 unique items that receive more than 2.1 million downloads in the past year. The library partners with many campus organizations to promote faculty development and student success, including several programs located in the Kennedy Library, including the Center for Teaching, Learning, and Technology, the Academic Skills Center, and the Honors Program.

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About Cal Poly

As a member of the community whether student, professor or staff member, you will learn, lead, teach, and do at Cal Poly. Our alumni carry the Learn by Doing philosophy with them in their careers and into their communities. Cal Poly is a nationally ranked comprehensive public university located in San Luis Obispo, California. With more than 18,000 undergraduates and approximately 1000 graduate students, Cal Poly fosters teaching, scholarship, and service in a learn-by-doing environment where students and faculty are partners in discovery. As a polytechnic university, Cal Poly promotes the application of theory to practice. As a comprehensive institution, Cal Poly provides a balanced education in the arts, sciences, and technology, while encouraging cross-disciplinary and co-curricular experiences. As an academic community, Cal Poly values free inquiry, cultural and intellectual diversity, mutual respect, civic engagement, and social and environmental responsibility.

At California Polytechnic State University, San Luis Obispo, we believe that cultivating an environment that embraces and promotes diversity is fundamental to the success of our students, our employees and our community. Bringing people together from different backgrounds, experiences and value systems fosters the innovative and creative
thinking that exemplifies Cal Poly's values of free inquiry, cultural and intellectual diversity, mutual respect, civic engagement, and social and environmental responsibility. Cal Poly's commitment to diversity informs our efforts in recruitment, hiring and retention. California Polytechnic State University is an affirmative action/equal opportunity employer/minorities/females/vet/disability.

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About SLO

Cal Poly is located in San Luis Obispo, along the beautiful central coast of California, with easy access to the ocean, mountains, and wine country. Halfway between Los Angeles and San Francisco, south of Monterey and Big Sur, San Luis Obispo offers a vibrant, culturally rich small-town community in an extraordinary setting.

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