We offer internship opportunities for library school students and others.
The Library accepts applications for student assistant positions ONLY during the library application period for each semester/term.
The library application period starts on the same day SDSU registration begins, and ends on the last day of the add/drop period. Please refer to the SDSU academic calendar for the appropriate dates.
Please apply in person at the library administration office, LA-2250, Monday to Friday, from 8:00 am to 4:30 pm.
Tips and information:
- Submitting an application does not guarantee a position (please understand that openings are scarce and the competition is intense).
- Please pay close attention to the instructions in the application; every question needs to be answered.
- Your probability for being hired increases with your schedule availability, and with the ability to write about yourself (applications with blanks normally go unnoticed). Attaching a resume is not required, but it isn't a bad idea.
- Keeping the information on your application up-to-date provides you with the best opportunity to obtain a position in the library. If you have a change of address, phone number, or class schedule, please go to LA 2250 and ask to revise your application.
- Applications are kept on file for one semester only. If you are hired outside the library, please let us know so we can remove your application from our files.
- IMPORTANT: Emailing or contacting library personnel (other than the library administration front office) to seek a job is discouraged. Please refrain from doing so. Students who contact library staff directly about jobs are NOT considered good candidates.
We offer internship opportunities for library school students and others.
No positions available at this time.
More information on our temporary librarian pool is available.
When there are open staff positions, they will be listed at the SDSU Center for Human Resources.
Position Opening: Budget and Administration Operations Analyst (Administrative Analyst/Specialist II, Exempt - 12 Month), Library and Information Access - Library Administrative Office, Job ID: 5069; San Diego Main Campus
Full-time, temporary position anticipated to end on or before six months and one day from the initial date of appointment with the possibility for reappointment and/or permanency.
Reporting to the Dean, Library and Information Access, the Budget and Administrative Operations Analyst, will provide high level, knowledgeable advice on administrative operations issues, including budget, procurement, statistical reporting, facilities management, and cost accounting. He/She will manage the $8.7 million budget, and will develop and supervise the management and analysis of all budgets, including General Funds, Foundation Funds or other sources. The Budget and Administrative Operations Analyst will provide high level budget analysis and advise the library’s Management Team on budget issues and actively participate in library assessment and strategic planning activities. The Budget and Administrative Operations Analyst will oversee operations of the Administrative Office suite, including scheduling, arranging for back-up of administrative support and reception desk services.
The Budget and Administrative Operations Analyst will participate in development efforts and lead cost analysis efforts, assessing, and evaluating the impact of Library resource allocations. The individual in this position will advise the Dean and Management Team on budget and is the Library’s liaison with Academic Affairs on budget, and as such, is responsible for interpreting and implementing the budgetary and procedural policies of Academic Affairs. The Dean may also assign short term special projects in administrative operations, based on operational and strategic budgeting needs.
Salary Range: $4,631 - $6,946 per month (Anticipated Hiring Salary Range: $4,631 - $5,417 per month). The competitive salary is determined by the education, experience, and qualifications the candidate brings to the position, internal equity, and the hiring department's fiscal resources.
Conducts high level analysis of operational costs for services and provides cost accounting reports for the Management Team.
Serves as the Library expert on analysis reports, including ACRL metrics and develops and presents budget analysis reports and projects to the Dean and at library-wide meetings.
Advises dean and library management team on budgeting, and policy development, including staffing related to budget.
Plans and recommends library strategy for allocating all funds (General Funds, Foundation Funds, or other sources), including anticipated budget reductions, to align library efforts with University priorities and goals.
Trains and advises library staff in reporting and analyzing statistical and budgetary information.
Directs compilation and reporting of institutional statistics.
Reviews work of administrative analysts and facilities coordinator, providing feedback, training and guidance.
Assists the dean with special communications and other administrative projects.
Oversees and assures compliance to university policies and procedures for such functions as Federal Work Study, Travel reimbursements, Foundation Accounting, Requisitions and Purchasing, and Special Projects.
Library Administrative Planning
Liaison for library with Academic Affairs on budget issues.
Develops training plan for staff outside of the Administrative Office on administrative operations, including budgeting, procurement, national statistical compilations, and facilities reporting.
Participates as needed in the Management Team to develop communications strategies.
Maintains excellent communication with staff and faculty and sustains a positive teamwork environment.
Works with library staff to develop long-term strategic planning goals, including development priorities.
Participates in library strategic planning, assessment, and development endeavors.
Perform other duties as assigned.
Knowledge, Skills & Abilities
Demonstrated ability and experience to plan, manage and oversee complex projects and work processes in a team environment, meet deadlines, and to prioritize work in alignment with the service goals of the university and library.
Demonstrated ability to research and conduct statistical analysis, and the ability to apply them.
Demonstrated ability to learn, interpret, and apply a wide variety of policies and procedures relating to and impacting the library operations
Ability to work collaboratively in a collegial environment.
Excellent oral, written and interpersonal communication skills.
Ability to work successfully with students and faculty in a culturally diverse setting.
Superior ability to manage and prioritize multiple time-sensitive tasks simultaneously while meeting deadlines.
Experience and Education
Entry to this classification requires general knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods. This foundation would normally be obtained through a bachelor's degree and/or 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.
Bachelor’s degree or equivalent experience.
Strong customer service orientation.
Initiative and flexibility to work successfully in a dynamic environment.
Knowledge of library and higher education budget and procurement policies and procedures.
Comprehensive knowledge of a library’s operations and goals.
Course work or experience with statistics and analysis.
Familiarity with California and/or county/city policies, and the ability to think critically and responsively about their impact on the service goals of the library.
Experience in a large university or research institution.
Three years of experience in the planning, analysis and resolution of budgetary issues in an academic library.
Substantial, recent experience with and knowledge of trends and issues in academic libraries.
Review of applications will begin on Friday, April 12, 2013; position will remain open until filled. The on-line application should be completed in detail. COMPLETION OF THE ONLINE APPLICATION IS REQUIRED FOR CONSIDERATION, A RESUME ALONE WILL NOT SUFFICE.
To apply for this position, please click on the "Apply Now" button on this page. You must submit your application by clicking on the "Submit" button. If you need assistance completing your application there are instructions available on the Employment Opportunities Website.
Applicants with disabilities requiring special attention and/or interview arrangements may call (619) 594-7099.
Position Opening: Administrative Office Coordinator (Administrative Support Coordinator II, 12 Month), Library and Information Access - Library Administrative Office, Job ID: 5029; San Diego Main Campus
Full-time, temporary position anticipated to end on or before six months and one day from the initial date of appointment.
The Administrative Office Coordinator manages the Associate Dean's calendar and ensures that all arrangements are made for meetings, travel, reception, etc. He/she coordinates the Associate Dean's regular meetings and facilitates communication between the Associate Dean and the Associate Dean's staff. In addition, the incumbent manages projects for the Associate Dean, screens calls, initiates research and evaluates data needed by the Associate Dean, drafts correspondence from the Associate Dean and assists with committee work with professional organizations.
In addition, the incumbent is the principal receptionist for the library's administrative office, ensuring that visitors and phone calls are handled effectively, that library meeting rooms are scheduled for events, checks out keys needed by library staff, orders all supplies for the administrative office, and ensures that administrative office staff have general clerical support. The incumbent hires, trains, delegate’s tasks and supervises the student assistants working at the reception desk.
The incumbent also serves as the library's liaison with our tutoring center partners: scheduling the room for tutoring sessions, notifying students about tutor schedule changes, communicating with program coordinators and the tutors, working with library facilities to ensure key access to the room for appropriate times. The expected result is that tutors and students are able to meet with one another as needed.
In consultation with the Dean, Associate Dean and library's human resources director, the incumbent coordinates the faculty retention, promotion and tenure (RTP) process to ensure that timelines and deadlines are met.
The incumbent also serves as the back-up for the Dean's assistant, providing support to the Dean when her assistant is absent or during peak times of activity.
Salary Range: $3,074 - $4,615 per month (Anticipated Hiring Salary Range: $3,074 - $3,228 per month). The competitive salary offered to the selected candidate is determined by the education, experience, and qualifications the candidate brings to the position, internal equity, and the hiring department's fiscal resources.
Administrative Support for the Associate Dean
• Manages Associate Dean's calendar/address book and ensures that all necessary arrangements are made for meetings, travel, receptions, etc.
• Coordinates Associate Dean's calendar with the Dean's through consultation with the Dean's assistant.
• Coordinates regular update meetings and facilitates communication between the Associate Dean and his/her staff (library administration managers and division/unit heads.) Coordinates campus wide committee meetings, as needed.
• Facilitates the Associate Dean's goal implementation activities, working closely with managers and division heads.
• Screens and distinguishes telephone calls that require the Associate Dean's personal attention; channels callers to the appropriate administrator or department as necessary; identifies and prioritizes communications that require special handling for the Associate Dean.
• Initiates research and evaluates data gathered for the Associate Dean's non-routine proposals and projects.
• Prepares background materials for meetings and events.
• Requests and compiles information from managers, division heads, library faculty, and staff. Assembles information from library files and records in response to requests from the Associate Dean.
• Initiates, drafts and expedites routine and confidential correspondence from rough to final draft; delegates and proofs routine typing assignments, using the student assistant pool when appropriate.
• Assists the Associate Dean's working relationships with her/his staff; maintaining a log of absence/vacation/travel requests of relevant personnel; and expedites their communications.
• Schedules performance evaluation meetings with members of staff, preparing draft and final evaluations for the Associate Dean' review.
• May assist with the Associate Dean's committee work with professional organizations.
• Attends meetings, takes and distributes minutes as needed.
Front Office Duties/Administrative Office Primary Receptionist
• Hires, trains, delegate’s tasks and supervises student assistants working at the administrative office reception desk.
• Ensures that the visitors and phone calls to the library administrative office are handled timely and effectively, including the screening of phone calls and visitors; taking messages for administrators; and referring patrons and callers to the appropriate university/library department.
• Personally responds to non-routine calls, visits, and requests using initiative, judgment and discretion.
• Ensures that library meeting and presentation room requests are accurately scheduled and that requestors receive a timely and clear response.
• Reviews presentation/meeting room requests and communicates non-routine usage requests to the appropriate manager and staff.
• Identifies problems with the scheduling process and software; works with library and campus personnel to correct and alleviate problems.
• Monitors all office supply levels; orders and receives all office supplies for the administrative office using the electronic purchasing system, and processes all library printing orders for Reprographics.
• Ensures that the mail is picked up, sorted and distributed to the administrative office; incoming deliveries are checked for documentation; courier shipment arrangements, both incoming and outgoing, are promptly and effectively handled.
• Serves as back-up for the procurement coordinator.
• Ensures that the administrative office staff have general clerical support.
• Distributes pay checks on a monthly basis to library staff.
• Arranges parking permits, including SP-110 parking, for visitors to the Library upon direction of managers.
• Lends keys to authorized faculty and staff for opening meeting rooms; tracks lending and return of these keys.
Faculty Personnel Program (e.g. RTP, Periodic Evaluations, UGP, Sabbatical, etc.)
• In consultation with the Dean, the Associate Dean and the director of human resources, prepares and distributes to library faculty and Management Team timelines and policies related to RTP and other faculty programs.
• Answers questions regarding RTP and Periodic Evaluation guidelines and processes.
• Coordinates submission of RTP and faculty program materials.
• Ensures that library RTP and faculty programs proceed within campus and library timelines and adhere to all relevant policies and procedures.
• Provides library faculty personnel committees and external members with appropriate materials for the performance review process.
• Works with faculty affairs on the verification and processing of faculty program and RTP documents.
• Attends faculty affairs' annual RTP workshop and communicates changes to management team and library faculty.
• Interprets and applies library policies and procedures related to faculty programs and RTP process.
• Tracks library faculty evaluations to ensure that appropriate reviews are administered within established timelines.
• Provides updates for the Library Faculty Policy File.
Tutoring Center Scheduler
• Coordinates with library's university Tutoring Center program coordinators to obtain lists of tutors in each area each semester.
• Using Blackboard, enters tutor contact information in order to later be able to communicate changes in scheduling, concerns about noise, room availability, library closures to tutors.
• Using Mr. BS software, either schedules individual tutors for sessions in the Center, or schedules a particular program for a block of time.
• Notifies the library facilities coordinator about hours Center is needed outside of normal hours of operation in order to provide key access to the tutors.
• Posts notices on Center's door about tutors who may be absent or tardy.
Backup Support for Dean's Assistant
• Maintains Dean's calendar and greets Dean's guests in the absence of the Dean's assistant.
• Attends specified meetings and takes minutes in the absence of the Dean's assistant.
• Answers and screens telephone calls for the Dean in the absence of the Dean's assistant.
• Provides general administrative support for the Dean in the absence of the Dean's assistant.
Performing other duties as assigned
The ideal candidate will possess the following:
• Knowledge of the university infrastructure, policies and procedures.
• Thorough mastery of English grammar, punctuation, and spelling.
• Expertise in using office software packages, technology, and systems. May function as the office information technology specialist.
• Ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist.
• Ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area.
• Ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas.
• Ability to handle effectively a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature.
• Ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections.
• Ability to effectively write and present own reports.
• Ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations.
• Ability to use negotiation and persuasion skills to achieve results and expedite projects.
Experience and Education
High school program, technical/vocational program, or their equivalents combined with several years of related office work experience.
• Experience with Microsoft Office applications, especially Word, Excel and PowerPoint.
• Experience with a scheduling software program.
• Bachelor's degree.
• Experience in an academic setting.
All applications and application attachments for staff positions must be submitted through the on-line application process, PeopleSoft. The Center for Human Resources does not accept application materials via Email, US mail, fax, or hard copy. Please visit the SDSU homepage at www.sdsu.edu and select “Jobs” then “Staff Positions”. If you need assistance, or have questions about the SDSU hiring process, please contact the Center for Human Resources at 619-594-7901.
SDSU employees are required to sign an Oath of Allegiance.
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.
This position may be funded by a qualifying federal contract, requiring new hire employment verification to be processed through the E-Verify program administered by the Department of Homeland Security, U.S. Citizenship and Immigration Services (DHSUSCIS), in partnership with the Social Security Administration (SSA).
This position may be a "designated position" under the Conflict of Interest Code. Candidates accepting a "designated" position will be required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.
Employees who are required to operate motorized vehicles and/or use their personal vehicle more than once a month on University business are required to take a mandatory Defensive Driving course and enroll in the DMV Employee Pull Notice (EPN) Program.
This position may require a background check, including, but not limited to employment verification and evidence of degree(s) and/or certification(s). The selected candidate will be required to submit fingerprints to the LiveScan Print Services. If required for the position, a background check must be completed satisfactorily before any candidate can be offered a position with SDSU.
Equal Employment Opportunity
SDSU is an equal opportunity employer and does not discriminate against persons on the basis of race, religion, national origin, sexual orientation, gender, gender identity and expression, marital status, age, disability, pregnancy, medical condition, or covered veteran status.