University Library

Project Archivist Position

Project Archivist for Special Collections and Archives

Cal Poly Pomona University Library

Pomona, CA

Time of Appointment: Full-time, 18-month position, Non-Tenure Track

Salary: $44,765

Rank: Assistant Librarian (non-tenure track)

Starting Date: October 1, 2017

Position Description:

The Special Collections and Archives at Cal Poly Pomona University Library seeks an 18-month, full-time Project Archivist to work on the National Historical Publications and Records Commission (NHPRC) grant-funded project "As California Goes, So Goes the Nation: Immigration, Agriculture, Public Policy, and Pop Culture throughout the 20th Century." The position begins on October 1, 2017 and ends on March 31, 2019. Under the general supervision of the Head of Special Collections and Archives, and in consultation with the Archivist, the Project Archivist will be responsible for processing 600 linear feet of archival materials; creating or enhancing 53 EAD finding aids and MARC records related to the unit's key archival collecting areas (University Archives, W.K. Kellogg Arabian Horse Library, Pomona Valley Historical Collection, and Southern California Wine and Wine Industry Collection); uploading completed finding aids and MARC records to the Online Archive of California, ArchiveGrid, and the library catalog; overseeing the work of processing student assistants; and assisting with the publicizing of the project through various outlets. The Project Archivist interacts and works effectively with faculty, staff, administrators, and the public in a culturally diverse and rapidly evolving environment.


  • Following Describing Archives: A Content Standard (DACS) and local practice, the Project Archivist will arrange and describe archival collections by foldering, boxing, labeling, and organizing collection contents.
  • Describe collections and create finding aids in ArchivesSpace, the unit's archival management system. Upload finding aids and MARC records to the Online Archive of California, ArchiveGrid, and the library catalog.
  • Assign processing tasks to student assistants and oversee their work.
  • Attend unit and library-wide meetings and report on the project's progress.
  • Publicize the project through various outlets including social media, listservs, professional newsletters, conferences, and publications to highlight the newly processed collections and the project.
  • Meet the goals and objectives outlined by NHPRC including processing 600 linear feet of archival materials and creating 53 EAD finding aids and MARC records during the grant project.


  • A Master's degree from an ALA accredited program with coursework in archives, an archives certification, or a graduate degree in a related field.
  • Knowledge of DACS, EAD, and ArchivesSpace or a related archival management system.
  • Experience processing archival collections and creating finding aids, especially in an academic setting.
  • Strong communication (verbal and written), organizational, and analytical skills.
  • Knowledge of main collecting areas.
  • Ability to lift 40 pounds.
  • Ability to push a 100 pound book truck.

Application Procedure:

The position is open until filled. First consideration will be given to completed applications received no later than September 1, 2017. Early response is encouraged.

A completed application (to be submitted via email and uploaded as one document file either Word or PDF) will consist of:

  • Cover letter addressing the candidate's interest and background related to each of the duties and qualifications listed above.
  • Curriculum vitae.
  • Completed Employment Form, found at:
  • Contact information (including name, address, email, and phone number) for three references.


An on-campus interview is required for finalists as well as confirmation of degrees and proof of eligibility to work.

Please address all inquiries, requests and application materials via email to:

Katie Richardson,
Chair, Project Archivist Search Committee

About the Unit:

Special Collections and Archives collects, organizes, preserves, and makes available Cal Poly Pomona's rare books and archival collections. The collections center around themes relevant to the mission of the university and consist of rare and unique books and documents that are available for use by students, faculty, staff, alumni, and scholars. These historic materials support research and teaching at Cal Poly Pomona and promote our institution's heritage.

About the University:

Cal Poly Pomona, one of two polytechnic universities in California, is a member of the 23-campus California State University system. Our student population of approximately 23,000 enrolls in 51 baccalaureate, 30 master's degree programs, 11 credential and certificate programs, and a doctorate in Educational Leadership, presented by 1,200 faculty. We recruit successful and career-focused students from throughout California and beyond. We are proud of our status as a Hispanic Serving Institution. We have a strong commitment to supporting scholarship, research, and student achievement. Our scenic and historic 1,400-acre campus, once the winter ranch of cereal magnate W.K. Kellogg, is located about 30 miles east of downtown Los Angeles. Southern California is one of the most dynamic economic and cultural environments in the country, and the campus is within an hour's drive of beaches, mountains, and desert. The university is committed to diversifying its faculty and staff and has made educational equity one of its highest priorities. The mission of the university is to advance learning and knowledge by linking theory and practice in all disciplines, and to prepare students for lifelong learning, leadership, and careers in a changing, multicultural world.

Equal Opportunity Employer:

California State Polytechnic University, Pomona is an Equal Opportunity, Affirmative Action Employer. The University seeks to recruit and retain a diverse workforce as a reflection of our commitment to serve the people of California, to maintain the excellence of the University, and to offer our students richly varied disciplines, perspectives and ways of knowing and learning. Cal Poly Pomona subscribes to all state and federal regulations and prohibits 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. The University hires only individuals lawfully authorized to work in the Unites States. As required by the Clery Disclosure Act, the university's annual security report is available at

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