Manuscript & Special Collections Coordinator

Apply now Job no: 530954
Work type: Staff
Location: Sacramento
Categories: Unit 9 - CSUEU - Technical Support Services, Probationary, Full Time, Library, Telecommute eligible (work onsite as scheduled and/or as requested and telecommute as scheduled)

Working Title: Manuscript & Special Collections Coordinator

Classification Title:  Library Services Specialist IV

Posting Details 

Priority Application Deadline: Tuesday, September 5th @ 11:55pm PST (Posting will remain open until filled)

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.

Position Summary

The Manuscript & Special Collections Coordinator reports to the Head, Special Collections and University Archives (SCUA). In collaboration with the Head, the Manuscript & Special Collections Coordinator establishes policies and workflows for accessioning, processing, arrangement, and description of manuscript collections in all formats. Assists the University Archivist in the accessioning, processing, arrangement, and description of University Archives collections in all formats.
Assists in training of student workers and staff to rehouse and process manuscript and archival collections. Collaborates in the development and implementation of priorities for processing historical and manuscript collections in analog and digital formats. Assists in the development and implementation of priorities for the reappraisal and deaccessioning of manuscript and archival collections. Works closely with the University Archivist to administer and organize University Archives according to national standards. Works as a liaison among for SCUA and to other units in realizing preparing collections for digital projects. 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 ArchivesSpace.

FLSA: Non-exempt (Eligible for overtime compensation)

Anticipated Hiring Range: $3,998 per month - $5,164 per month

CSU Classification Salary Range: $3,998 per month - $7,376 per month

Best-in-class Benefits: Click here to learn more

CSU Total Compensation: Click here to learn more

Salary Grade/Range:  1

Recruitment TypeRegular

Time BaseFull-Time

Work Hours: Normal hours are Monday-Friday, 8 am - 5 pm with the expectation that the person may work evenings and weekends for special events. There is a possibility of one/two day a week telecommute after a six-month training period.

Department Information 

As the center of campus intellectual discovery, the Sacramento State University Library promotes teaching, learning, research, and scholarly communication at the University by integrating the library with student success programs and instruction. One of 23 libraries in the California State University System, the Sacramento State University Library holds over 1.4 million volumes, comprised of print and electronic monographs and serials, and is a U.S. Government Depository. The library’s mission is to inspire excellence in teaching, learning, and scholarly activities. 

The University Library is undergoing rapid transformation with a forward-thinking vision and a deep commitment to improving the campus learning environment. We welcome individuals from diverse backgrounds and historically underrepresented in university libraries to join our growing organization of 25 library faculty, 33 staff and approximately 60 student assistants. We take pride in the collaborative nature in which our students, staff, and faculty work together in a professional and supportive environment to ensure one another’s success. 

The University Library is committed to ensuring that our library is a welcoming and inclusive place for all of our students, faculty, staff, and community members. Sacramento State is a minority-serving institution; having the federal designation as a Hispanic Serving Institution (HSI) and Asian American and Native American Pacific Island Serving Institution (AANAPISI). We strive to provide equal access to educational opportunities and commit ourselves to anti-racist and social justice objectives in service to our communities. As an anchor university we aim to connect our students, faculty, and staff with the community to achieve lasting improvements through inclusive civic engagement.

Minimum 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 institutions 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 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 

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 to three years of experience in Special Collections, Archives, or a related organization. 
2. Experience in accessioning and processing archival and manuscript collections, including digital materials. 
3. Experience in strategizing, developing, and communicating processes for accessioning, ingesting, processing, describing, and preserving born-digital materials.
4. Experience in ingesting web content and born-digital materials.
5. Experience coordinating with curatorial and metadata specialists on the cataloging of materials.
6. Experience working with current archival content and structure standards.
7. Experience implementing basic preservation standards for archival collections
8. Experience using ArchivesSpace or other archival data management systems.
9. Experience with effective project planning, management, and completion.
10. Experience in creating and maintaining forms and procedures for special collections and university archives.
11. Experience in establishing and maintaining collection and donor files.
12. Experience in working with legal and ethical issues affecting privacy, records restrictions, digital rights management, and access to special collections and archival materials.
13. 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.
14. Knowledge of the processes for transferring digital material from a variety of current and legacy media formats such as tapes, floppy disks, CDs, and hard drives, and implement mechanisms for ensuring the authenticity, preservation, and access of this material.
15. Knowledge of appraisal of manuscripts and archives
16. Demonstrated knowledge of DACS, MARC, and EAD encoding.
17. Demonstrated abilities working independently and with teams.
18. Demonstrated collaborative and team building skills and the ability to work with a diverse group with a wide array of skills and expertise.
19. Demonstrated supervisory or lead experience.
20. Demonstrated commitment to user-focused services and collection building.
21. Demonstrated ability to meet deadlines and ensure regular workflows.
22. Demonstrated strong commitment to diversity, equity and inclusion in higher education.
23. Proficiency with Office 365.
Conditions of Employment
- Ability to pass background check.

Preferred Qualifications 

24. Knowledge of digital reproduction of documents and photographs.
25. Experience in digital collections processing, data migration, and/or digital curation, asset management, multimedia file formats, and digital preservation.
26. Experience with XML editing tools and born-digital formats.
27. Master’s Degree in applicable knowledge base
28. Two (2) years of professional experience in the arrangement and description of archival and manuscript collections in both paper and digital format. Collections could be a combination of paper records, born-digital materials, audiovisual items, and objects. Process born-digital content for Library collections

Documents Needed to Apply

Resume and cover letter.

Failure to upload required documentation may result in disqualification.

About Sac State

Sacramento State is located in the heart of California’s capital city, five miles from State Capitol. The lush, 300-acre campus is situated along the American River, close to numerous bike trails and other recreational areas. Sacramento, also known as the “Farm-to-Fork Capital,” is one of the most ethnically diverse and livable cities in the country, with a population of half of a million. Sacramento State’s 31,000 students come not only from the Greater Sacramento Region, but also from across the state, country, and world. Our 1800 faculty and 1,500 staff are committed to meeting our mission: “As California’s capital university, we transform lives by preparing students for leadership, service, and success. Sacramento State will be a recognized leader in education, innovation, and engagement.” As the regional hub of higher education, Sac State is dedicated to student successdiversity, equity and inclusioncommunity engagementphilanthropy, and campus safety.  

As evidenced by the values embedded in our Hornet Honor Code, Sacramento State is committed to creating an inclusive environment where all faculty, staff, students, and guests are welcome and valued.  Our commitment is more than simply ensuring that our campus is free from bias and discrimination, but is one devoted to celebrating many diverse identities, life experiences, and perspectives that enrich our community, teaching and learning.  

To learn more about why you should join the Hornet Family, please visit the Why Sac State? page.

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. One variation of background check required could be a LiveScan screening, which involves submitting fingerprints at a certified LiveScan Service Center.

COVID-19 Vaccine Certification Information:

Per the CSU COVID-19 Vaccination Policy, it is strongly recommended that all California State University, Sacramento employees who are accessing office and campus facilities follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications.

Out of State Employment Policy

Sacramento State University, as part of the CSU system, is a State of California Employer. As such, the University requires all employees (up)on date of hire to reside in the State of California.

As of January 1, 2022 the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.

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: 

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the current Annual Security Report (ASR) is available for viewing at . 
The ASR contains the current security and safety-related policy statements, crime prevention and sexual assault prevention information, and drug and alcohol prevention programming. The ASR also contains statistics of Clery Act crimes for Sacramento State for the last three (3) calendar years. Paper copies are available upon request at the Police Service Center located in the University Union.

Eligibility Verification  

Selected candidate must furnish proof of eligibility to work in the United States. California State University, Sacramento is not a sponsoring agency for staff and management positions (i.e. H-1-B Visa). 

Note to Applicants:

Possession of the minimum qualifications does not guarantee an interview unless required by collective bargaining agreement.



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