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records management project manager

3 months ago

Seattle, Washington, United States University of Washington Full time

Req #: 237392

Department: ENVIRONMENTAL AND HEALTH SAFETY

Job Location Detail: Eligible for hybrid

Posting Date: 08/05/2024

Closing Info:
Open Until Filled

Salary: 60% of $6,000 - $7,900 per month

Shift: First Shift

Notes:
As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. )

As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem-solving skills, and dedication to build stronger minds and a healthier world.

UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits, and natural beauty.

The Department of Environmental Health and Safety has an outstanding opportunity for aTemporaryRecords Management Project Manager to join their team.

This Records Management Project Manager position in the University's Environmental Health & Safety Department (EH&S) will be responsible for leading and completing the department wide Electronic Records Management project. This role involves coordinating various teams and ensuring the successful development and implementation of an electronic records system across the EH&S department. The EH&S department oversees and supports the University with health and safety and compliance for over 80 regulated program areas institution wide. This includes chemical, biological, radiological, worker safety, employee health medical, and environmental protection records. Many of these records are for highly regulated and protected information and have specific retention schedules.

Essential professional skills for the Records Management Project Manager include communication (oral, written, interpersonal), accountability and management, leadership, planning/coordinating, customer service, operational efficiency, and problem-solving.

This position reports to the EH&S Assistant Director for Planning and Administration and will be part of a collaborative team in the EH&S Department.

This position requires the ability to learn the records, general EH&S operations and personnel quickly, understand how they may relate to each other across EH&S sections, and apply this knowledge to build effective records management for the department. This position requires someone who can understand the higher level goals, information and resources needed, and to identify tasks and timepoints to execute and meet these goals.

This individual will provide EH&S departmental project management, implementation, and administrative support essential for EH&S to carry out its mission to the University. EH&S assists organizational units in meeting their responsibility to protect the environment and to provide a safe and healthful place for employment and learning. The position will represent EH&S while working with other UW units regarding assigned projects and tasks. This position will be assigned to lead and deliver the Electronic Records Management project which is in support of our EH&S strategic plan and priorities.

The position interacts with EH&S managers and staff and the University's records management group. This position provides senior level project management, advisory support, as well as critical thinking, problem-solving skills, mentorship and advice to departmental leaders and staff. This position will adopt and align work processes and practices to support the values of the EH&S department: accountability, collaboration, integrity, innovation, diversity/equity/inclusion/, efficiency, and excellence.

DUTIES AND RESPONSIBILITIES Manage and implement the department-wide Electronic Records Management project (70%):

  • Develop and maintain project planning documents including scope, goals, deliverables, and timeline. Be accountable to ensuring deliverables and goals are met.
  • Maintain clear and consistent communication with Section Assistant Directors (ADs) and the Senior Management Team (SMT), providing regular project updates, addressing concerns, and ensuring alignment with project goals.
  • Collaborate with the DocFinity team and the Electronic Records workgroup on data structure, metadata, ingestion processes.
  • Facilitate and lead project meetings with program managers, subject matter experts and the Electronic Records workgroup.
  • Ensure consistent and thorough documentation throughout the project lifecycle.Development of Document Inventories (30%)
  • Develop work plans and lead the work of two student employees/interns.
  • Guide the creation and completion of section and department inventories with student employees and subject matter experts (SMEs), including records retention schedules and trigger dates.
  • Work with SMEs, RMS, and DocFinity teams to ensure accurate and up-to-date database information.
  • Review, update, analyze, and standardize metadata lists for consistency across records, sections, and departments.
  • Guide the creation of a departmental standard naming convention for consistency across all records.
  • Manage the ingestion of documents into the document management system (DocFinity)
  • Ensure all documents are correctly classified, tagged, and stored within the system.
  • Develop and communicate maintenance plans for records ingested into the DocFinity system
  • Create comprehensive documentation, including white papers, instruction manuals, and roadmaps for populating/updating document inventory, ingestion processes, trigger dates, security levels, and database maintenance. MINIMUM REQUIREMENTS
  • Bachelor's Degree in Information Management, Project Management, Library Science, or a related field.
  • 4 - 5 years of experience in project management. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS
  • Proven experience in project management.
  • Strong organizational and leadership skills.
  • Excellent communication and coordination abilities.
  • Ability to work collaboratively with cross-functional teams. DESIRED QUALIFICATIONS
  • Experience with document management systems, preferably DocFinity.
  • Knowledge of healthcare, research, or environmental health and safety records.
  • Project Management Professional (PMP) certification or similar credential.
  • Familiarity with metadata management, records retention policies, and database security settings.
  • Experience in supervising and developing work plans for student workers or interns. Application Process: The application process may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Work Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select "Apply to this position". Once you begin an assessment, it must be completed at that time; if you do not complete the assessment, you will be prompted to do so the next time you access your "My Jobs" page. If you select to take it later, it will appear on your "My Jobs" page to take when you are access ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.

University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.