Cal Poly Pomona Job Opportunities

Type of Appointment: Full-Time, Probationary 

Job Classification: Administrative Analyst/Specialist - Exempt II

Anticipated Hiring Range: $5,537 - $7,000 per month

Work Hours: Monday - Friday, 8am - 5pm, unless otherwise notified 

Recruitment Closing Date: June 20, 2025

Other: Priority consideration will be given to internal candidates

THE DEPARTMENT:

The primary functions of the Access Services unit include circulation services, reserve services, stack management operations, technology lending, Bronco Lockers, Interlibrary Loan (CSU+/Rapido/Document Delivery services), and the information desk. Circulation Services responsibilities include opening & closing the library, staffing the circulation desk during all hours the library is open, checking out/in circulating books, technology, reserve materials for classroom assignments, and customer service. Access Services is also responsible for microforms in addition to paging materials from the compact shelving area and assisting patrons with IT concerns. This Department also assists patrons with disabilities in various capabilities, i.e., to retrieve library materials, copy/print, etc. Stack Management operations include managing the automated book return system, re-shelving of all library materials, including in-house use materials, and "shelf reading" in high use areas. Interlibrary loan (CSU+/Rapido/Document Delivery services) includes operating the electronic interlibrary loan subsystem, obtaining books and journal articles from other libraries, and lending materials to other libraries upon request. The reserve services include consulting with faculty about course materials to be placed on reserve; process both hardcopy and electronic materials to be placed on reserve through the reserve module in the library system; ensure that copyright & ADA requirements are met for all reserve items; maintain reserve collection, assist faculty in posting e-reserves materials on the campus Blackboard Learning Management System. Tech lending includes adding new devices to Alma, monitoring inventory levels, reporting and assisting patrons. Access Services also offers patrons 24/7 access to physical materials through the Bronco Lockers. Access Services is also responsible for providing customer service and resolving patron issues in a timely and professional manner, evacuating the building during emergencies, and maintaining a welcoming, safe, and pleasant library environment.

DUTIES AND RESPONSIBILITIES:

LEAD, ACCESS SERVICES 

• Lead and oversee the Access Services staff and student assistants, fostering a positive work environment. This includes 5 full time staff and 20-30 student assistants.
• Using thorough knowledge of campus HR practices and legal regulations, analyze needs and develop staff and student assistant training programs to ensure a high level of service quality. This includes onboarding and professional development.
• Lead the Student Assistant Lead Committee for the University Library, which includes training new student leads, communicating policies and procedures, and coordinating the annual student training program.
• Create and support a welcoming and inclusive workplace culture and user experience in the Access Services unit by gaining a full understanding the work of the units supervised, listening to and incorporating staff feedback on relevant projects and initiatives, supporting professional development, and engaging in a collaborative decision-making processes.
• Coordinate Access Services team meetings to organize and plan work and projects and Promote teamwork, collaboration, and a commitment to excellence among team members.
• Using thorough knowledge of campus HR practices and legal regulations, participate in recruitment and hiring of staff and student assistants.
• Establishes and maintains communication with department/unit staff to facilitate the work of the library and ensure library employees are informed of library activities and initiatives.
• Lead the development of unit's annual strategic goals in line with the University Library's strategic goals. Independently develop, implement, and evaluate the unit's progress on these goals with the team.
• Using thorough knowledge of campus HR practices, ensure monthly absence reporting is provide to Dean's office accurately and inside deadlines.
• Using thorough knowledge of campus HR practices and library policies, practices, and guidelines, as well as judgement, oversee departmental absence requests and calendar, ensuring coverage to provide library services.
• Using thorough knowledge of campus HR practices, ensure student payroll is completed accurately and on time each month.
• Using thorough knowledge of campus HR practices and legal ·regulations, provide input to position descriptions for staff and student assistants. Track and ensure that all position descriptions are updated annually.
• Using thorough knowledge of campus HR practices, provide input to annual performance evaluations for Access Services staff and student assistants in line with established procedures and deadlines.
• Represent Access Services on the Dean's Advisory Council, participating in the development, alteration, implementation, and evaluation of the University Library's policies and procedures

ACCESS SERVICES DAILY OPERATIONS

• Lead and oversee daily operations of the Access Services department, includes overseeing the day-to-day operations related to circulation of library materials, course reserve services, tech lending, patron billing service, locker service, stack management and resource sharing (ILL & CSU+). Specific duties include:
• Oversee the daily operations and staffing of Access Services and the main circulation desk, the primary service point in the library. Oversees delivery of in-person services and virtual services via phone, email, text, etc.
• Collaborate with the appropriate personnel to ensure the safety of library employees and patrons. Work with departmental staff and student assistants to document and report unusual or non-routine incidents that occur within University Library.
• Work with student lead in department to oversee management of student hour allocations for Access Services units and coordinate student scheduling to ensure service is in line with budget and professional, consistent, and provided in a timely and responsive manner.
• Oversee Access Services projects, determining project teams, scope, parameters, timelines, and deliverables. Oversee work of project teams and monitors progress to ensure outcomes.
• Analyze and address problems using reasoning and the interpretation and application of theories and principles to develop and recommend alternatives and best courses of action.

ACCESS SERVICES PROGRAM OPERATIONS USER EXPERIENCE AND OUTREACH:

• Collaborate with other library departments to develop and implement user-centric services and programs.
• Maintain awareness of and responds appropriately to library customer issues as needed; resolves conflicts, and reviews user feedback regularly.
• Coordinate with all levels of the organization to explore, develop, plan, implement, and promote new and enhanced services in assigned areas and solutions that meet user and organizational needs.

TECHNOLOGY AND SYSTEMS:

• Using comprehensive and in-depth knowledge of library systems, incumbent will:
• Serve as a General System Administrator for ExLibris Alma fulfillment configuration including input Alma calendar records. scheduled reports, specialized reports; maintain and update all of the fulfillment configurations, resource sharing configurations, user management configurations; develop new item, patron, and loan period types; and investigate transaction histories as needed.
• Collaborate with L TS and other library departments to prioritize needs and implement solutions that optimize ExLibris Alma fulfillment.
• Ensure communication of system changes to library employees.
• Train Access team on ExLibris Alma fulfillment fulfillment features or configurations.
• Use working knowledge of interlibrary loan systems, including CSU+ and Rapido, to lead and coordinate resource sharing with other libraries.
• Research, develop, and evaluate policies and programs that support technology lending program. Coordinate collection, evaluation, and interpretation of data for the program to recommend new devices, policies, and practices.
• Manage integrated library systems (ILS) and other relevant technologies used in Access Services.
• Collaborate with Library Technology Services and campus IT&IP to ensure the effective functioning of Access Services systems.
• Ensure that library website content related to Access Services is up to date.
• Stay updated on emerging library technologies and recommend upgrades or enhancements as needed.

RESOURCE MANAGEMENT:

• Using working knowledge or operational and fiscal analysis. develop and manage budgets for Access Services, including collection development for Course Reserves.
• Monitor resource utilization. analyze data, and make recommendations for resource allocation. 
• Ensure compliance with copyright and licensing agreements in Access Services operations.
• Oversees planning and upkeep for physical collections spaces including open stacks.
• Provides oversight and of billing and fines functions for the Library, which requires coordination of billing functions with appropriate campus units. Works with Finance Analyst to coordinate fiscal activities such as procedural changes, audits, etc.
• Prepares budgetary requests for staff, equipment. supplies. and other items for the department as needed.
• Using thorough knowledge of campus HR practices and library policies and procedures, verify and update faculty & staff library patron records for the University Payroll Clearances.
• Using in depth knowledge of library practices and usage patterns, represent Access Services in space planning, redesign, and assessment projects designed to maximize positive user experience.

POLICY AND PROCEDURE DEVELOPMENT:

• Develop and maintain policies and procedures related to Access Services in accordance with industry standards and best practices.
• Ensure policies are communicated effectively to staff and library users.
• Makes recommendations for policies related to Access Services and is responsible for interpreting and enforcing all library policies. 
• Ensures library operates according to posted library schedule and hours. Coordinates opening and closing procedures with appropriate personnel and works with safety and facilities staff as necessary. Incumbent works with Access Services staff to develop standardized opening and closing procedures.
• Formulates new and updates existing external and internal policies, procedures, processes, and workflows related to library access, building use, borrowing privileges, circulation, reserves, billing, and stacks maintenance and other relevant public service functions. Responsible for interpreting policy as needed. Ensures library policies are consistently upheld by staff and student assistants.
• Communicates updates and changes related to Access Services operations functions, services, and policies to all levels of library employees.
• Works with the appropriate personnel to communicate changes in policy to campus audiences and on library wide signage as needed.
• Responsible for in-depth knowledge and implementation of the Emergency Action Plan if needed.

ASSESSMENT AND REPORTING: 

• Develop departmental metrics for success and analyzes trends to continually evaluate services and their impact. Uses data and assessment techniques to advocate for and support evidence-informed decisions around staffing, resources, services, spaces, programs, and user experience.
• Establish regular reporting mechanisms to communicate Access Services activities, statistics, accomplishments, and effectiveness of departmental activities to administration and other stakeholders. Interpret, organize, and the present information in both written and presentation form.
• Use assessment data to drive continuous improvement and strategic decision making.
• Coordinates development of the annual library calendar and schedule for the review and approval by senior leadership. In consultation with other library units, makes recommendations for changes to library schedule and hours based on usage, budget, and operational needs.
• Coordinate assessment activities including gathering of usage and service statistics for internal and external reporting. Compile and submit activity reports and statistics for activities related to circulation, reserves, billing, and related activities in a timely manner. ensuring accuracy and completeness. Oversee staff and student input of activities into system, coordinating training, and ensuring accuracy and completeness

MISCELLANEOUS

• Represent University Library Access Services on library-wide committees as needed.
• Represent University Library Access Services on ULMS CSU-wide committees and/or task forces. 
• Serve as back-up for circulation desk, information desk, opening, closing, and weekends as required to maintain University Library schedule.
• Maintain current knowledge of evolving trends and best practices as they relate to collections strategies and services by participating in paraprofessional organizations, meetings, reading e-mail list discussions, attending workshops, and activities.
• Attend professional development activities as assigned or required to meet departmental goals and objectives.

QUALIFICATIONS:

• Combination - Bachelor's degree AND/OR the equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs,
• Driver License, Valid and in State
• Four (4) years of related experience
• Thorough knowledge of and ability to apply extensive expertise to complex programs and/or administrative specialties, including pertinent laws and regulations; demonstrated expertise in and advanced knowledge of the principles, problems, and methods of public and business administration and operational and fiscal management; expertise in administrative survey techniques, operations and systems analysis, statistical and research methods, and the ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies. Ability to understand problems from a broad, interactive perspective and discern applicable underlying principles to conceive of and develop strategic solutions; ability to work with representatives from public and private entities and handle potentially sensitive situations; demonstrated consultative skills in working with internal and external constituent groups; ability to effectively present ideas and concepts in written or presentation format and use consultative and facilitation skills to gain consensus; ability to train others on new skills and procedures and provide lead work direction.

PREFERRED QUALIFICATIONS:

• Minimum of 24 months of experience as a lead in circulation services in an academic, research, or public library or comparable setting, including leading staff and student employees.
• Strong customer service skills and commitment to providing service effectively in a fast-paced, high-volume environment.
• Ability to set priorities for self and others, to meet deadlines, and complete tasks and projects on time and within budget, and work with minimal supervision.
• Flexibility, creativity, and innovation coupled with an ability to take initiative and be self-directed.
• Strong interpersonal, written, and verbal communication skills.
• Ability to communicate effectively via email and telephone with customers and resolve issues and problems in a professional and respectful manner.
• Strong organizational, project, and time management skills to lead and/or coordinate multiple projects.
• Alma certification
  
  

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. For more information, go to the CSU Out-of-State Employment Policy. 

Background Check

Cal Poly Pomona will make a conditional offer of employment to final job candidates, 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 information that the applicant submits for consideration regarding the criminal conviction history such 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. For more information, go to the CSU Background Check Policy.

CSU Classification Salary Range

This position is part of the California State University Employees Union (CSUEU) bargaining unit 9. The CSU Classification Standards for this position are located on the CSU Classification Standards website. The CSU Salary Schedule is located on the CSU Salary Schedule website. The classification salary range for this position according to the respective skill level is: minimum $5,537 and maximum $10,014 per month. Please refer to the anticipated hiring range for the appropriate salary rate for this particular position.

Employment Eligibility Verification

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.  For more information, go to the Acceptable I-9 website. 

University Driving Requirements

Positions that require driving for university business by using a personal or state vehicle must comply with the Authorized University Driver Policy. Driving records are monitored and evaluated by the Risk Management Department. The Risk Management Department evaluates a good driving report based on the following criteria. The driver must: 1. Have a valid California or other State Driver’s license. 2. Have no more than 3 motor vehicle violations or been the cause of 3 accidents in a 12-month period (or any combination of 3 thereof) 3. Not have more than 3 DMV Points, if their license is Class C or, 4. Not have more than 5 DMV Points, if their license is Class A, B, or C with endorsements. For more information, go to the Authorized University Driver Policy.

Child Abuse/Neglect Reporting Act (CANRA) 

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 the Child Abuse/Neglect Reporting policy.

Security & Fire Safety 

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), Cal Poly Pomona’s Annual Security Report and Annual Fire Safety Report are available for viewing at: https://www.cpp.edu/pdfs/annual_security_report.pdf and https://www.cpp.edu/housing/documents/fire_safety_report.pdf.

Pay Transparency Nondiscrimination

As a federal contractor, Cal Poly Pomona will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant.  For more information, see the Pay Transparency Nondiscrimination Provision poster.

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. For more information, go to Employment Notices.

Equal Employment Opportunity

Consistent with California law and federal civil rights laws, Cal Poly Pomona provides equal opportunity in employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. Cal Poly Pomona complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU’s Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices. 

Other Notices

For other important employment notices, we invite you to visit Cal Poly Pomona’s Employment Notices web page.