RIMS Records Analyst III

Purpose

Performs advanced (senior-level) records and information management work. Works under limited supervision of the Director of Records and Information Management Services, with considerable latitude for the use of initiative and independent judgment. Advises and assists University staff in compliance with records and information management laws, policies, and best practices, including the development of management strategies for electronic records, information, and data. Consults with University staff in virtual meetings and on-site consultations. In collaboration with the Director, develops and maintains the University records retention schedule, including organizing and coordinating recertification and amendment processes. Coordinates and conducts records management training for University staff. Creates and updates records management training content. Participates in the development and implementation of goals, objectives, policies, and priorities for the management of records. Oversees the completion and ongoing maintenance of records inventories created by University staff. Reviews the effectiveness of the University's record-keeping practices and records management systems and proposes recommendations for improvement. Develops records management program communications and resources. Reviews routine records disposition requests and coordinates with the University archives on the review and transfer of archival records. Maintains the official list of Departmental Records Management Contacts and works with University departments to assign new contacts when needed. May prepare administrative reports, studies, and specialized research projects.

 

Responsibilities

• Consults with University staff in virtual meetings and on-site consultations. On-site consultations may include evaluating physical records and making recommendations to University staff on strategies for cleanup or digital imaging projects. Consults on physical or digital records appraisal and disposal projects undertaken by the department. Uses professional judgment to escalate questions or consultation requests to the RIMS Director as needed.

• At the direction of the RIMS Director, completes recurring and special projects supporting records and information management at the University. In collaboration with the RIMS Director, develops and maintains the University records retention schedule, including organizing and coordinating recertification and amendment processes. Participates in the development and implementation of goals, objectives, policies, and priorities for the management of records. Reviews the effectiveness of the University's record-keeping practices and records management systems and proposes recommendations for improvement. May prepare administrative reports, studies, and specialized research projects.

• Advises and assists University staff in compliance with records and information management laws, policies, and best practices, including the development of management strategies for electronic records, information, and data. Responds to inquiries referred from the RIMS shared email account by the RIMS Administrative Associate. Monitors the RIMS shared email account when the RIMS Administrative Associate is unavailable.

• Oversees the completion and ongoing maintenance of records inventories created by University Departmental Records Management Contacts (DRMCs). Consolidates department-level inventories into a single University records inventory and makes updates as needed. Makes recommendations and escalates concerns to the RIMS Director based on inventories submitted by the DRMCs. Maintains the official list of DRMCs and works with University departments to assign new contacts when needed. Compiles reports on departmental records management compliance with HOP requirements.

• In collaboration with the RIMS Director, coordinates and conducts records management training for University staff. Presents records management training in person and via webinar at least quarterly. Creates and updates records management training content, including guidance documents, infographics, presentation materials, pre-recorded videos, and hands-on exercises. Develops records management program communications and resources in alignment with RIMS and University branding standards. Performs regular outreach with DRMCs, including developing communications and organizing informational events.

• Reviews routine records disposition requests and coordinates with the University archives on the review and transfer of archival records. Confirms that disposition requests reference the appropriate records series and that disposition eligibility has been correctly calculated before routing for final approval. Meets with the University Archivist monthly to discuss outstanding archival transfer or review requests.

• Other duties as assigned. Includes professional development to stay up-to-date on records and information management trends.

 

Required Qualifications

• Bachelor’s degree in field related to the work to be performed.

• Minimum three years of experience in records management policies and best practices, providing training on records management topics, and reviewing physical and electronic records to determine records classification and disposition eligibility.

 

Relevant education and experience may be substituted as appropriate.

 

Preferred Qualifications

• Certified Records Analyst (CRA)

 

Salary Range

$42,244 - $62,000

 

Working Conditions

• Standard office environment.

• Position will work remotely on days that do not require on-campus activities at the discretion of the RIMS Director.

 

Work Shift

• Monday - Friday 8:00 AM - 5:00 PM

 

Required Materials

• Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor

• Letter of interest

 

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded.  Once your job application has been submitted, you cannot make changes.