JOB: Library Facilities Specialist (Administrative Analyst/Specialist, Exempt I), Sonoma State University, Rohnert Park

Library Facilities Specialist (Administrative Analyst/Specialist, Exempt I)

Sonoma State University

Starting salary placement depends on qualifications and experience and is anticipated to be in the range of $3,897 to $5,162 a month.

This position is eligible for a broad range of benefits, including medical, dental, vision, life and disability insurances, retirement (CalPERS), tuition waiver, vacation and sick leave. In addition, 14 paid holidays are offered each year; 13 scheduled on specific days and a Personal Holiday that may be taken any time during the year.

A comprehensive benefits summary for this position is available online by clicking the link or by request from SSU Human Resources.

Application Deadline

This position is open until filled. For full consideration, please submit application, along with cover letter and resume, by 8am on December 12, 2019. Please refer to the Application Process section of this posting for additional details.

Conditions of Employment

This is a full time, exempt position, which will lead toward permanent status following the successful completion of a probationary period.


Sonoma State University is committed to achieving excellence through teaching, scholarship, learning and inclusion. In line with our Strategic Plan and our Seawolf Commitment, our values include diversity, sustainability, community engagement, respect, responsibility, excellence and integrity. We strive to cultivate a community in which a diverse population can learn and work in an atmosphere of civility and respect. We encourage innovation, experimentation and creativity, as well as contributions to equity and inclusion, in the pursuit of excellence for all members of our university community.

Reporting to and under the general direction of the Digital Initiatives Manager, the Library Facilities Specialist provides oversight for administrative operations within the Library building facility, including consulting and serving as project coordinator in working with Facilities Management on building maintenance, repairs, renovations, tenant improvement projects, and major capital projects. The incumbent researches, analyzes, recommends, oversees and evaluates building-related activities which, on a day-to-day basis, ensure and maintain a healthy, safe building environment and support physical access to services and collections. The incumbent coordinates with individuals at all levels within and outside the university and serves as the primary facilities resource for all building tenants whether Library employees or other agencies, as well as faculty, staff, students, and the wider community. This requires the incumbent to analyze and address problems and diverse and complex matters of policy, procedure, and practice by providing information, historical background, and rationales related to the Library facility to support decisions.

The major duties of the position include, but are not limited to, the following in independently performing a wide variety of administrative and technical duties to provide project leadership in support of building maintenance, security and safety, building physical facilities and access, and library equipment. The incumbent works with Library units to identify building maintenance needs both routinely and during special situations and manages the complete workflow of facilities work orders associated with library spaces (i.e. offices, classrooms, meeting rooms, student learning spaces, service points, restrooms, storage areas, and the building exterior and grounds). Plans and coordinates all moves and relocations of furniture and equipment in the Library and oversees the acquisition, disposal, and inventory of library furniture. Solicits, evaluates, and recommends quotes and proposals for building-related vendors for building maintenance and repairs, furniture, window treatments, flooring, and building accessories. Works closely with Library and Facilities personnel on Library housekeeping, construction projects and building renovation efforts. Oversees the Library’s infrastructure for interoffice, campus, and postal mail.

The incumbent maintains project plans, fit plans, quotes, and scopes of work for building improvements. Works closely with architects, design consultants, vendors, campus facilities personnel, and Library Administration on ideating, developing, and finalizing building design plans for tenant improvement projects, building renovations, and major capital projects. The incumbent also participates in and serves in a lead role in Library department, operations, and all-library meetings, on various committees, including the Library Building Committee and attends campus meetings related to facilities and emergency management.

In addition, the Library Facilities Specialist serves as the primary facilities contact for a variety of Library operations requiring the routine assessment, implementation and evaluation associated with the following:

– Use of Library space (i.e. external events and internal Library exhibit openings, guest speakers, book signings, meetings, workshops, and other special events) and leads the planning, execution, and assessment of 24/7 study hall services during finals and other times, including coordination of building systems hours, security details, library staff scheduling, police patrols, enhanced housekeeping, and post-activity assessment and reports. Plans, organizes, and leads work direction to staff and student employees in the logistics for special set ups, tear downs, and resets according to program activity or event and oversees work performed by campus personnel and external vendors.

– Oversight for the Library public, service point, and employee print, copy, and scan program, coordinating service and repair of all Library printers, copies, scanners, safes, and cash registers. Supports the MDRP in establishing and reinforcing appropriate practices for cash management. Coordinates the service and repair of coin and cash machines, people counters, security gates, microfilm and microfiche machines, and other equipment for staff or public use. Provides oversight for the printer and copier paper and toner resupply program.

– Oversight for the maintenance, repair, and annual contract review of the Automated Retrieval System (ARS). Oversees the ARS bin audit cycle, working closely with the Library Stacks Manager and providing direction to student and regular employees conducting the audits. Coordinates with the Director of Library Technology on planning and executing major upgrades to the ARS.

– Oversight for the Library’s access control (keys and swipes) program for all building tenants. Investigates and recommends equipment and best practices for access control. Determines authority level access. Manages database of key and swipes assignment and establishes best practices for access control. Works with campus Facilities personnel on mechanical or other issues with access control. Ensures appropriate access and oversight after hours for campus personnel and contractors.

– Lead building marshal for emergency response, managing the marshal program and ensuring all regular, temporary, and student employees are trained in responding to work regularly natural and other disasters such as fire, earthquake, flood, and active shooter. Ensures the Library’s emergency phone/cellular tree, assigned to all key personnel, is current at all times. Manages the first responder program for building leaks and floods, working closely with public safety officials to library faculty to establish priorities for salvaging damaged collections. Maintains working relationship with first-responder recovery vendors. Works closely with Library Administration Serves as point person to work regularly with public safety officials to provide emergency training, assess drills and real-world emergencies, and resolve security issues. Provides oversight for service and repair of the building cameras, public address system, radio system, and the carillon. Trains staff on applicable systems, adds and/or deletes users, determines access levels, troubleshoots problems, and contacts and works with service technicians. Ensures Library-owned event equipment, furniture, and materials are in good working condition and available as needed. Establishes repair and replacement cycles for these systems, and recommends the acquisition, replacement, and sunsetting of equipment and product replacements.

– Library representative to the University’s emergency operations activities to ensure any campus emergency services are in good working order. Implements all safety related instructions and emergency procedures, updates policies, and arranges emergency and disaster response trainings.

– Provides oversight of adherence to campus, State, and Federal ADA guidelines, and responses to complaints, suggestions, and requests about the facility. Working with Environmental Health & Occupational Safety, Plant Operations and Department of Public Safety, as appropriate to resolve building safety problems.

Performs other secondary duties as assigned.

Duties will primarily take place in an office setting however additional duties may be performed in various locations on the Sonoma State University campus, including working both indoors and outdoors to support and participate in university activities and events. As an exempt employee you have some flexibility in your schedule however must be available Monday through Friday to meet the operational needs of the campus and library. The incumbent must maintain regular and acceptable attendance at such levels as is determined by the Appropriate Administrator. The position may require occasional travel, by automobile and airplane, and the incumbent must be able to work some night and weekend hours with overnight stays.


Requires a 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. Three years of experience in facilities coordination in a public or government setting and project management is strongly preferred. Advanced proficiency with computers and Microsoft Office required, Google Suite and PeopleSoft experience preferred. Bilingual (Spanish) preferred.

In addition, this position requires working knowledge of, and ability to apply standard theories, principles, practices, and techniques applicable to building operations to develop conclusions and make recommendations in supporting library operations; thorough knowledge of policies, procedures, and outside regulations pertaining to facilities, equipment and security coordination services; working knowledge of operational and fiscal analysis and techniques; ability to take initiative and plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved; ability to organize and plan work and projects involving prioritization; ability to make independent decisions and exercise sound judgment, discretion and initiative in performing complex work; ; and a working knowledge of budget policies and procedures. The incumbent must possess the ability to work with students, faculty, staff and the community in a wide variety of situations; must be detail-oriented; must have the ability to analyze data and make accurate projections using business mathematics; must have the ability to work independently with little or no supervision; must have strong written and oral communication skills and have the ability to compile, write, and present reports related to the program.

Skill in research, development and evaluation of policies and programs, including skill in the collection, evaluation, and interpretation of data to develop sound conclusions and make appropriate recommendations; expertise in investigating and analyzing problems with a broad administrative impact and implications; ability to anticipate problems and address them proactively; demonstrated ability to effectively interpret, organize, and present information and ideas in written or presentation form; ability to train others on new skills and procedures and provide lead work direction.

Must have the ability to effectively communicate with all levels within the university and demonstrated ability to establish and maintain productive and effective, inclusive working relationships amongst diverse populations including staff, faculty, administration, students, and other internal and external constituents, and serve as a liaison for the organizational unit. Must be able to accept constructive feedback and work cooperatively in group situations. The incumbent must be able to provide outstanding customer service to students, staff, faculty, and visitors while working in a professional, fast-paced environment. May be required to meet the standards of the University Conflict of Interest policy if performing purchasing with a Procard card.

Application Process

Click the to apply to this position, materials submitted with your application will not be returned. For questions related to the application process, please reach out to Human Resources ( | 707.664.3100).

Qualified candidates must submit the following to be considered:

1. Cover Letter and Resume – application system only allows one document to be uploaded, so cover letter and resume must be included in the same MS Word or PDF file (file name should not contain any spaces or special characters)

2. Online Employment Application (complete entire application, resume/cover letter will not substitute for any part of the application)

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

The ADA Coordinator is available at 707.664.2664, to assist individuals with disabilities in need of accommodation during the hiring process.

Other Information

Equal Employment Opportunity: The University is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, or protected veteran status.

Mandated Reporting: This position may be 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.

About Sonoma State University

Sonoma State University, located 48 miles north of San Francisco, is one of the 23 campuses of the California State University. Sonoma State University is a liberal arts institution with an enrollment of approximately 10,000 students and 530 full-time and part-time faculty. Our beautiful campus is located in Rohnert Park, at the foot of the Sonoma hills in the Wine Country.

Sonoma State University is proud to be a smoke-free campus, where smoking and other uses of tobacco products, such as smokeless tobacco, the use of e-cigarettes and similar devices, are prohibited.

Sonoma State University’s Jeanne Clery Act Annual Security Report is available at; Annual Campus Housing Fire Safety Report is available at

Job ID: 104939

Location: Sonoma State University (Rohnert Park, CA)

Full/Part Time: Full-Time

Regular/Temporary: Regular

Department Name

Library Administration

Salary and Benefits

Contact Information

Sonoma State University

Human Resources

Main (707) 664-3100

Fax (707) 664-3196

1801 East Cotati Avenue

Rohnert Park, CA 94928