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Manuscript & Archives Coordinator

Posting Details

Position Information

Working Title Manuscript & Archives Coordinator
Classification Title Library Services Specialist IV
Job Summary

Reports to the Head, Special Collections and University Archives (SCUA). In collaboration with the Head the Manuscript Coordinator establish policies and workflows for accessioning, processing, arrangement, and description.
Develop and implement priorities for processing historical collections and institutional archives in analog and digital formats. Works with SCUA and subject librarians on the appraisal of new collections and the intake of new acquisitions. Collaborates with SCUA librarians to plan the goals and priorities for collection processing and cataloging. Serves as the unit’s expert on DACS and EAD and the use of relevant software, such as Archives Space. Trains students and staff in arrangement and description.

FLSA Non-Exempt - This position is covered by health benefits, and is non-exempt, (eligible for overtime compensation) according to the Fair Labor Standards Act.
Classification Salary Range

3,571-6,184 monthly

Hiring Range 3,571-6,184 monthly
Salary Grade/Range 1
Step N/A
Is this position Hourly or Intermittent? No
Regular or Temporary Regular
Full Time or Part Time Full Time
Pay Plan 12
Work Hours Monday-Friday, 8am-5pm. Other hours possible as required.
Department Information

As the center of campus intellectual discovery, the University Library promotes teaching, learning, research, and scholarly communication at the University by integrating the Library with campus student success programs and instruction. One of twenty-three libraries in the California State University System, the Library holds over 1.4 million volumes, comprised of print and electronic monographs and serials, and is a Federal Document Depository. The Library’s mission is to inspire excellence in teaching, learning, and scholarly activities. The University Library is undergoing rapid transformation with new leadership, a forward-thinking vision, and a deep commitment to improving the campus learning environment.

Minimum Qualifications

Entry Qualifications:
In addition to Position Skill Level III requirements, work at this skill level typically requires the following range of skills:

• 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.

These qualifications for entry to Position Skill Level I normally would be obtained through the completion of a 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.

Required Qualifications

Required: Must be comparable to the Minimum Qualifications, appropriate to the skill level of the position, and would allow an incumbent to satisfactorily perform the Essential Functions of the position.

1. Two (2) years or more professional experience processing archival collections, including digital objects.
2. Experience accessioning, processing, arrangement, and description of personal papers, organizational records, and institutional archives in analog form.
3. Experience working with current archival content and structure standard.
4. Experience implementing basic preservation standards for archival collections
5. Experience using Archivists’ Toolkit, Archives Space, or other archival data management systems.
6. Experience with multimodal reference services.
7. Experience with effective project planning, management, and completion.
8. Experience in creating and maintaining forms and procedures for special collections and university archives.
9. Experience in establishing and maintaining collection and donor files.
10. Experience creating and managing digital projects for all special collections and archival materials in any analog format.
11. Experience in working with legal and ethical issues affecting privacy, records restrictions, digital rights management, and access to special collections and archival materials.

12. Knowledge of current and emerging trends, issues, workflows, and best practices associated with digital content acquisitions and curation in a special collections and archives environment.
13. Knowledge of appraisal of manuscripts and archives.
14. Demonstrated knowledge of DACS, MARC, and EAD encoding.
15. Demonstrated abilities working independently and with teams.
16. Demonstrated collaborative and team building skills and the ability to work with a diverse group with a wide array of skills and expertise.
17. Demonstrated supervisory or lead experience.
18. Evidence of effective project planning, management, and completion.
19. Demonstrated commitment to user-focused services and collection building.
20. Demonstrated ability to meet deadlines and ensure regular workflows.
21. Demonstrated strong commitment to diversity, equity and inclusion in higher education.
22. Proficiency with Office 365 and the Internet.

-Ability to pass a background check.

Preferred Qualifications

23. Master’s Degree in Library and Information Science.
24. Knowledge of software applications (Access, Excel, etc.) that assist in developing descriptive metadata for the purpose of finding aid creation.
25. Experience in digital collections processing, data migration, and/or digital curation.
26. Experience with XML editing tools and born-digital formats.
27. Experience in creating and installing exhibitions.
28. Experience in stacks and shelf maintenance.
29. Award or certificate from a professionally recognized library, archives, or museum program.

Physical Demands
Required Licenses/Certifications
Is Background Check Required Yes
Background Check Disclaimer

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with California State University, Sacramento. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current California State University, Sacramento employees who apply for the position.

Eligibility Verification

Candidate will be required to provide official transcripts of their highest degree earned and must furnish proof of eligibility to work in the U.S.. California State University, Sacramento is a sponsoring agency ( ie. H-1-B Visa).

Hiring Preference Eligible on-campus applicants in California State University Employees Union (CSUEU) Bargaining Units 2, 5, 7, and 9 will be given first consideration in the recruitment.
Conflict of Interest


California Child Abuse and Neglect Reporting Act

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 the California State University Executive Order 1083 as a condition of employment.

Equal Employment Opportunity

California State University, Sacramento is an Affirmative Action/Equal Opportunity Employer and has a strong institutional commitment to the principle of diversity in all areas. We consider qualified applicants for employment without regard to race, color, religion, national origin, age, sex, gender identity/expression, sexual orientation, pregnancy, genetic information, medical condition, marital status, veteran status, or disability. Sacramento State hires only those individuals who are lawfully authorized to accept employment in the United States.

It is the policy of California State University, Sacramento to provide reasonable accommodations for qualified persons with disabilities who are employees or applicants for employment. If you need a disability related reasonable accommodation as part of the application and/or interviewing process, visit

The University is committed to creating an education and working environment free from discrimination, sexual harassment, sexual violence, domestic violence, dating violence, and stalking. For more information on mandatory training for new employees, visit

Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act and Campus Fire Safety Right-To-know Act Notification. For additional information, visit

Posting Detail Information

Posting Number AS0053P
Number of Vacancies
Open Date 06/28/2017
Close Date 07/26/2017
Open Until Filled No
First Priority Review Date 07/26/2017
Special Instructions to Applicants

For questions regarding this search, contact:

Contact Name Employment Services
Contact Phone 916-278-6326
Contact Email

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * What is the highest level of education attained?
    • GED
    • High School Diploma
    • Associates Degree
    • Bachelors Degree
    • Masters Degree
    • PHD
  2. * How many years of related library and/or clerical experience do you have? (full-time equivalent)
    • None
    • Less than 2 years
    • 2 to 3 years
    • More than 3 years
    • More than 5 years

Documents Needed To Apply

Required Documents
  1. Resume/Curriculum Vitae
  2. Cover Letter
Optional Documents