University Records Administration Manager
2 weeks ago
Manager, University Records
Job No: 532567
Work Type: Staff Full-Time
Location: Main Campus
Categories: Libraries/Museums, Executive/Director/Management
Department: LB-SPECIAL / AREA STUDIES-CHR
Job Overview
Position Summary
The University Records Manager, collaborating closely with the University Archivist, oversees the records and information management framework for the institution. This role serves as the key advisor to senior leadership regarding policies and practices related to records and information management, participating in relevant administrative committees. The Manager is tasked with guiding the maintenance and disposal of all recorded information essential for institutional operations, ensuring compliance with legal mandates, and facilitating the transfer of vital historical data to the University Archives. The position involves recommending and coordinating policies and procedures to enhance the efficiency of records creation, maintenance, and disposal, providing technological expertise, ensuring adherence to legal records requirements, and delivering training on records management.
Key Responsibilities
Records Management Communication
- Offer records management guidance and support to all University departments involved in record creation and maintenance.
- Engage with University records creators and custodians to assess their records and information management needs.
- Foster and enhance relationships with information technology professionals and University records personnel.
- Provide insights on records management legislation and regulations to University administrators.
- Demonstrate the importance of the records management program to various administrative units.
- Assist in drafting procedures for new technology applications impacting University records.
- Advise University offices on public records laws and related legislation.
- Oversee documentation related to the disposition of University records managed by staff.
- Maintain a dedicated records management website.
Program Development and Maintenance
- Develop, implement, and sustain a records and information management policy aligned with State requirements and best practices to support long-term University objectives.
- Review and revise University policies by analyzing recordkeeping methodologies to ensure compliance with legal and technological standards.
- Evaluate the effectiveness of records management through established benchmarks and performance assessments.
- Re-establish a Records Liaisons program within major administrative units and collaborate with designated personnel.
- Work closely with General Counsel, Information Technology, Compliance and Ethics, and other units to ensure adherence to regulatory laws.
- Provide leadership and expertise on records and information management issues across the University.
- Assist in the retention of historical records and state-designated permanent records.
- Establish guidelines for managing information in electronic and digital formats.
Records Management Training
- Maintain a comprehensive training program for University records liaisons and employees involved with University records.
- Coordinate training sessions on records management topics, including public records, vital records, file inventories, records disposal, and electronic records management.
Liaison and Staff Development
- Act as the Records Management Liaison Officer to the relevant state department as required by statute.
- Participate in University committees representing the records management program.
- Maintain accreditation and expertise to implement best practices in records management.
- Engage in professional development opportunities.
Additional Duties
Participate in library committees and special projects as assigned.
Minimum Qualifications
Bachelor's degree in a relevant field and four years of related experience.
Preferred Qualifications
- Master's degree in library, information, or archival science from an ALA-accredited program.
- Certification as a Records Analyst or Records Manager.
- Experience with records management principles and applicable laws.
- Proficiency in creating and maintaining record retention schedules.
- Knowledge of digital preservation issues.
- Experience managing records in an academic environment.
- Commitment to fostering a respectful and inclusive community.
- Strong interpersonal skills and effective communication abilities.
- Ability to work independently and collaboratively.
- Adaptability in a dynamic academic setting.
- Basic computer skills and familiarity with Microsoft software.
Application Process
To apply, submit a cover letter, current resume, a list of references, and a brief statement addressing a current challenge in records management and your approach to it.
Health Assessment Required: No
Applications Close: Open until filled.
The University is committed to non-discrimination in all employment aspects.
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