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The Kennedy Library welcomes people of all backgrounds to join our community and contribute to a culture of innovation and inclusive excellence. We advertise all our openings for staff, librarian, and management positions through the Cal Poly Jobs site. Our librarian and management positions are advertised nationally.

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Library Building Coordinator

The Library Administrative Services department is one of four departments in the Robert E. Kennedy Library. This department provides comprehensive support in the areas of scheduling, fiscal reconciliation, building operations, website maintenance, event planning, recruitment and personnel management. Reporting to the Personnel and Resources Senior Manager, the Library Building Coordinator plays a pivotal role in ensuring the efficient and safe operation of the Robert E. Kennedy Library facilities. This position serves as the primary contact and coordinator for all building-related matters, including initiating and overseeing maintenance requests, managing space logistics, and ensuring compliance with safety protocols. The coordinator is responsible for coordinating complex building projects, managing facility access, and maintaining essential operational records. This role requires strong organizational and communication skills, a proactive approach to problem-solving, and a commitment to providing excellent customer service to foster a functional, respectful, and inclusive environment for library staff, students, and campus partners.

Essential Job Functions:

1. Coordinate the daily opening of the library building and study areas on Sundays (12:00pm - 7:00pm) and oversee all closing procedures from Sunday through Thursday (8:00pm). This includes securing and unlocking the facility according to policy, notifying patrons of closing times, and ensuring a safe and orderly exit.
2. Serve as the primary liaison with campus Facilities Management, initiating and overseeing all routine, urgent, and preventative maintenance requests, repairs, and scheduled upkeep. Ensure all work is completed efficiently and documented, including cost details.
3. Conduct routine walkthroughs to document the general condition of building systems such as HVAC, lighting, security, and access control. Refer observations to the appropriate campus departments for evaluation and service as needed.
4. Coordinate the strategic use of library spaces, including furniture moves, reconfigurations, minor renovations, and supporting large-scale construction projects or relocations to ensure long-term functionality and safety.
5. Coordinate building access, key distribution, and security protocols for secure areas. Report criminal activity or other emergencies to University Police (UPD) and supervisors as needed.
6. Ensure compliance with safety codes (ADA, Fire, Building) through regular checks and documentation. Serve as the primary coordinator for the Building Emergency Response Committee (BERC), facilitating safety reviews and act as a key contact during emergencies and drills.
7. Liaise with and monitor external service providers (e.g., cleaning, pest control) to ensure adherence to contracts and quality service delivery.
8. Oversee and coordinate the inventory of general building-related supplies, equipment, and furnishings, initiating procurement as needed.
9. Ensure library digital displays remain fully operational, contributing to effective communication throughout the library.
10. Coordinate the setup and takedown for events held in the library, support both internal library functions and events involving external partners.
11. Act as the library's space representative for verifying and updating room data. Capture photographs and maintain comprehensive records of maintenance activities, inspections, and space changes.
12. Provide excellent customer service to library patrons, student assistants, and campus partners. Uphold library policies to foster a safe, respectful, and welcoming environment.
13. Maintain building mailroom signage and office location information and clearly communicate important building-related information to staff, students, and faculty.

Required Skills, Knowledge, and Abilities:

• Demonstrated understanding of building maintenance, safety procedures, and general facility operations, particularly within an academic or institutional setting.
• Proven ability to coordinate complex logistical tasks, such as office moves, event setups, and maintenance schedules, ensuring smooth completion and adherence to timelines.
• Ability to proactively identify and address operational issues, demonstrating sound judgment and initiative in resolving routine and urgent building-related concerns.
• Clear and concise verbal and written communication skills with the ability to convey information effectively, foster collaborative working relationships, and interact professionally and respectfully with diverse individuals including staff, faculty, students, and external vendors.
• Demonstrated organizational skills with the ability to manage multiple priorities, maintain focus amidst frequent interruptions, and ensure accuracy in detailed tasks.
• Ability to make independent decisions and exercise sound judgment.
• Demonstrated commitment to providing professional and courteous customer service, utilizing tact and diplomacy to navigate sensitive situations and promote a respectful and inclusive environment.
• Competency in using various computer applications, including word-processing, spreadsheets, online systems, email, and calendaring software for record-keeping and communication.
• Ability to accurately maintain comprehensive records, manage building-related data, and track relevant documentation.
• Ability to understand, interpret, and effectively apply established policies, procedures, and safety guidelines related to building operations.

View full position description and apply