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University Archivist (Tenure Track Faculty Position), California State Polytechnic University, Pomona, CA

Position Description

Based in the Special Collections & Archives (SC&A) unit, the University Archivist works collaboratively with the Head of Special Collections and Archives to oversee the curation of the University Archives program while also assisting with other unit collecting areas – the Pomona Valley Historical Collection, the Southern California Wine & Wine Industry Collection, and the W.K. Kellogg Arabian Horse Library. The University Archivist will work closely with numerous campus constituencies to comply with the CSU-wide Records Retention and Disposition Schedule and identify records of enduring historical value that should be transferred to the unit, preserved, and made accessible. In addition to overseeing all aspects of the University Archives including the processing, preservation, arrangement, and description of archival collections/materials, the University Archivist has responsibilities related to public service, research support, primary source literacy and instruction, and other public programming, outreach, and community engagement initiatives.


Collection Management and Oversight

  • Develops policies and procedures for appraising, accessioning, processing, and other collection management related activities associated with acquiring, maintaining, preserving, and providing access to physical, digitized, and born-digital materials with enduring historical research value that supports SC&A’s mission and the University Archives.
  • Oversees the development of processing priorities, processing plans, and the creation of finding aids and other research tools/guides for the University Archives. Evaluates metadata and access points for accurate and culturally sensitive description of all materials reflected in finding aids and other research tools. Strategizes how to improve discoverability of materials.
  • Partners with colleagues across the University Library and campus to ensure appropriate stewardship of born-digital and digitized University records. Collaborates on digital projects and initiatives related to University Archives by creating accompanying workflows and processes for preservation and dissemination of these materials.
  • Maintains and applies current knowledge of University and CSU-wide policies pertaining to University Archives and records management. This includes policies related to privacy, confidentiality, and compliance with copyright law.
  • Assists the Head of SC&A in other collection development efforts for the unity.
  • Leads the work of student workers, interns, and other unit staff, as appropriate.
  • Works collaboratively with colleagues to foster the development of a university/community based oral history program.
  • Prepares statistical, narrative, and visual reports suitable for reporting to administration, donors, granting agencies, and the public.
  • Engages in library-wide strategic planning and contributes to the strategic initiatives of the University Library.

Public Service

  • Provides general and specialized research assistance to students, faculty, staff, alumni, scholars, and the public for the University Archives and other SC&A collecting areas.
  • Works with faculty to integrate the collections into their curricula and serves as key instructor and supporter for teaching with relevant primary sources.

Outreach and Advocacy

  • Collaborates with library colleagues, to promote, publicize, and expand awareness of SC&A rare book/archival collections to students, faculty, staff, and the general community through workshops, exhibits, educational programming, social media, and other means.
  • Collaborates with student clubs, cultural centers, academic colleges and departments, and other programs on campus to promote holdings and create key partnerships to ensure these diverse voices and the collective memory of the campus is preserved for future generations.
  • Collaborates with Library Development Officer and University Advancement officials to identify priorities for philanthropic funding and on donor cultivation, solicitation, and stewardship, and participates in the development and execution of grant-funded projects.
  • Engages with special collections and archives working groups and consortia initiatives within and/or outside the California State University System.

In consultation with their HEERA Manager and keeping with the current Collective Bargaining Agreement, the incumbent may be asked to perform additional duties based on operational/service needs, staffing levels, and the incumbent’s professional growth.

Minimum Qualifications

  • ALA-accredited Master of Library & Information Science (MLIS) or equivalent degree in a field relevant to special collections or archival work (Archives and Records Management, Public History, etc.).
  • Experience in and or a demonstrated capacity to oversee the University Archives, including the core principles of archival management including the acquisition, appraisal, arrangement and description, preservation, and access of materials with enduring historical value in a relevant archive or library setting.
  • Evidence of excellent analytical, organizational, communication, project management, and proactive problem-solving skills.
  • Commitment to the principles and promotion of equity, diversity, and inclusion in the workplace and learning environment for the campus community.
  • A commitment and a record of contributions to student success through applicant’s teaching, scholarship, or service. This will be described in the Student Success Statement, which must address at least two of the inclusive excellence criteria listed above.

Preferred/Desired Qualifications

  • Experience processing archival collections following national standards like DACS (Describing Archives a Content Standard) and creating finding aids utilizing archival management tools like ArchivesSpace or similar.
  • Experience with references services.
  • Experience creating and teaching classes, workshops, exhibits, or other relevant public programming with primary sources.
  • Demonstrated knowledge of digital asset management and digital preservation tools like Preservica.
  • Experience or working knowledge of copyright and the legal and regulatory landscape related to institutional records and archives.
  • Awareness of current and emerging issues, trends, workflows, literature, and standards in records management, archives, and special collections.
  • Experience supervising and training other staff, student works, interns, or volunteers.
  • Experience with or willingness to learn about conducting oral histories.
  • Experience with or willingness to learn grant writing and management.
  • Ability to work within a collaborative environment and to promote teamwork.
  • Evidence of potential to fulfill scholarly research and professional development requirements.

To Apply

To view the full job description and apply for the position, please visit:

A completed application will consist of the following:

  • Cover letter in which you describe your interest in the position, relevant experience, and how
    you meet the minimum and preferred qualifications;
  • A Student Success Statement (up to 2 pages, single-spaced) about your teaching or other
    experiences, successes, and challenges in working with a diverse student population. Please
    address at least two of the inclusive excellence criteria listed in the full job posting;
  • Curriculum vitae.