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Archives Program Manager

3 weeks ago

Austin, Texas, United States Travis County Full time

Job Summary
The Archives Program Manager is responsible for the overall coordination and management of the Travis County Archives program, policy and procedure, projects, budget, and staff. Collaborates with key stakeholders, such as county elected officials, department heads, county records managers, other archives, and members of the public. Establishes short-term and long-term planning to ensure the stability and growth of the program. Manages multiple projects simultaneously. Establishes and implements program management processes and methodologies for the Archives and Information Technology communities to ensure projects are delivered on time, within budget, adhere to high quality standards and meet customer expectations. Responsible for project planning, tracking key project milestones and adjusting project plans and resources to meet customer needs. Partners with senior management in the user departments to identify and prioritize opportunities for utilizing Information Technology to achieve the goals of the enterprise. Serves as the relationship manager for specific user departments.

Distinguishing Characteristics
This is a job classification within the Management job family. This is program manager job classifications with a focus on Archives program management. Employees in these classifications coordinate and direct the work of staff engaged in multiple, complex archives-related projects in a matrix environment. This classification may require a flexible work schedule in order to meet the needs of the department

Duties And Responsibilities

  • Manages the Travis County Archives Program, staff, and budget.
  • Establishes short-term and long-term plans to ensure the stability and growth of the archives program.
  • Develops and implements program policies and procedures.
  • Tracks changes to legislation and implements necessary mandates related to archives programs.
  • Manages employees including recruiting, hiring, training, mentoring, performance evaluations.
  • Collaborates with key stakeholders, such as county elected officials, department heads, county records managers, other archives, and members of the public.
  • Performs duties and responsibilities as required as an archivist.
  • Responsible for identification, appraisal, and collection of records and artifacts with enduring value, regardless of format or medium, and materials that relate to the history and the function of the Travis County government.
  • Manages regular reference services to individuals and groups interested in the holdings of the Archives. Ensures collections are made accessible to county officials, employees, and the public.
  • Serves as a liaison to other professional organizations, including the Society of American Archivists, Society of Southwest Archivists, and Archivists of Central Texas, and area historical and archival programs, such as the Texas State Library and Archives Commission and the Austin History Center.
  • Manages multiple complex projects simultaneously, using established or determining new methodologies and processes.
  • Develops, maintains and communicates project documentation, including project definition, milestones, schedules and budget plans.
  • Assembles project team, assigning individual responsibilities and coordinating activities.
  • Leads and facilitates cross-functional project team meetings to identify and resolve issues impacting project success.
  • Elicits and documents project requirements from key stakeholders. Communicates project status, issues and/or concerns with management and appropriate stakeholders.
  • Ensures completion of projects timely to meet deadlines. Develops contingency plans for projects.
  • Provides quality assurance to project deliverables.
  • Ensures projects are completed within budget and other resource constraints.
  • Builds and maintains relationships with senior management in user departments in order to identify and prioritize opportunities for achieving department goals.
  • Performs other job-related duties as assigned.

Minimum Requirements
Education and Experience:
Master's degree in Computer Science, Information Systems, Information Studies, Business Administration or a directly related field AND five (5) years of relevant work experience, including three (3) years managing archives or related programs;

OR,

Any combination of education and experience that has been achieved and is equivalent to the stated education and experience and required knowledge, skills, and abilities sufficient to successfully perform the duties and responsibilities of this job.

Licenses, Registrations, Certifications, or Special Requirements:
Valid Texas Driver's License.

Preferred:
C.A. certification from the Academy of Certified Archivists.

Digital Archives Specialist certification from the Society of American Archivists.

Knowledge of:

  • Program management methodologies, practices and techniques.
  • Budget preparation and office management.
  • Policies, practices, procedures and terminology of assigned function.
  • Federal, State, Local and County applicable laws, rules, regulations and guidelines.
  • Information technology hardware, software and peripherals as related to assigned function.
  • Request for Proposal (RFP) development, evaluation and negotiation.
  • Computer equipment to include word processing, spreadsheets, databases and a variety of software packages.
  • May be required to develop knowledge of and adhere to federal and state laws requiring the confidential handling of certain health information.

Skill in:

  • Using industry standard project management tools.
  • Managing staff, allocating resources and evaluating programs.
  • Leadership, collaboration and negotiation techniques.
  • Developing and monitoring programs and related budgets.
  • Problem-solving and decision-making.
  • Developing and evaluating Requests for Proposals (RFPs).
  • Negotiating contracts, agreements and proposals.
  • Managing user expectations and satisfaction.
  • Translating highly complex concepts for peers and customers.
  • Both verbal and written communication, including presentations and communicating technical issues in non-technical language.

Ability to:

  • Direct, motivate, train, develop and evaluate staff.
  • Work independently and efficiently and as part of a team.
  • Manage time well, perform multiple tasks and organize diverse activities.
  • Translate policies and objectives into ideas and applications web-based information products.
  • Research, compile, analyze, interpret and prepare a variety of memorandums or reports.
  • Establish and maintain effective working relationships with departmental clientele, representatives of outside agencies and providers, other County employees and officials, and the general public.

Work Environment & Other Information
Physical requirements include the ability to lift/carry up to 35-40 pounds occasionally, visual acuity, speech and hearing, hand and eye coordination and manual dexterity necessary to operate a computer and office equipment. Subject to standing, sitting, walking, climbing, crawling, bending, stooping, crouching, kneeling, pushing, pulling, reaching, twisting, balancing, repetitive motion, and squatting to perform the essential functions. Subject to exposure to variations in extreme heat, cold, mechanical, fume/odor, and dust/mites.

Travis County employees play an important role in business continuity. As such, employees can be assigned to business continuity efforts outside of normal job functions.

Work Hours: 8 am - 5 pm, Monday-Friday. Works some holidays, Works some nights, Works some weekends

Location: 5555 Airport Blvd.

Department: Communications and Records Services

Criminal, Driving, Education, and Employment Background Checks Required.

This job description is intended to be generic in nature. It is not necessarily an exhaustive list of all duties and responsibilities. The essential duties, functions and responsibilities and overtime eligibility may vary based on the specific tasks assigned to the position.