University Records Management Officer

Pennsylvania State University University Park, PA Full-time Administration / Clerical

Posted on April 19, 2024

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University Records Management Officer

The Pennsylvania State University Libraries seek applications for the position of University Records Management Officer (RMO). This position will be responsible for leading the Office of Records Management and the University's records management initiatives. Working closely with the University Archivist, the RMO will establish, evaluate, apply, and update university records retention policies to support the transfer of records to the University Archives, and advise academic and administrative departments at all campuses on the appropriate retention and disposition of records.

The University Records Management Officer reports to the Senior Director for Administrative & Financial Services and will:

Supervise personnel and direct the operations of the Office of Records Management, which includes the Records Center. Set programmatic goals, develop multi-year strategic plan for team, and manage projects to advance records management services. Lead the hiring, training, and performance management of staff.
Maintain and update, in partnership with key administrative stakeholders (including the Office of General Counsel, Risk Management, Information Security, Internal Audit, and Human Resources), Policy AD35 University Archives and Records Management. Assist in the development of university-wide policies and procedures that have records management/compliance implications.
Chair the University's Records Management Advisory Committee (RMAC) which approves updates to records retention schedules and advises on records management projects and system implementations.
Lead and contribute to Office of Records Management efforts to build relationships across all campuses to promote records management and facilitate university-wide awareness in the proper handling and retention of electronic and paper university records. This includes working with internal units to create marketing materials and communication.
Lead and contribute to Office of Records Management online and in-person training programs and documentation efforts. Facilitate meetings and networking for staff assigned as Records Management Liaisons which include organizing an annual conference geared toward educating Records Management Liaisons and other Penn State University faculty and staff.
Consult with departments to identify and implement information lifecycle management best practices for IT systems used for creating, storing, and utilizing electronic and paper university records.

Assist in IT projects related to system implementation or software decommissioning that have relevant electronic records to enable compliant archival transfer and disposition.
Serve on University-level and Libraries committees and task forces, as appropriate.

The successful candidate for this position will have a diverse and demonstrable background in records management, possessing the following qualifications:

Required:

Certified Records Manager or Information Governance Professional; has certification or must attain certification within two years from start of employment.
Familiarity and experience with current trends and practices for records management, legal requirements for records, and inactive records management

Experience facilitating training programs and workshops
Experience with electronic records and information management practices, strategies, and systems

Desired:

Master of Library and Information Science, Masters of Archives and Records Management or a relevant advance degree
Familiarity with issues involving information security
Experience with handling confidential information and compliance with privacy rights
Experience leading a program and managing an oversight committee
Experience mentoring and developing skillset for direct reports
Familiarity with DocFinity and Microsoft Sharepoint
Familiarity and experience with working in Higher Education or Academic Research Libraries
Experience managing budgets

Effective interpersonal and organizational skills, timely updates and completion of projects, team leadership and collaborative work abilities, proficient written and oral communication are also key qualities. Completion of standard background check will be required. Candidates must be a U.S. Citizen to apply.

The position will be filled at the level of Manager or Senior Manager, based on the experience of the successful candidate. Hiring at the Manager level typically requires a Bachelor's degree or higher, plus 8 years of related experience and 3 years of supervisory experience. Ten years of related experience and 3 years of supervisory experience are required for consideration at the higher level.

The position is based at the University Park Campus; however, a hybrid flexible work arrangement may be considered.

In your candidate materials, identify how you have created a welcoming, successful sense of belonging/inclusion in your current and previous roles. Penn State is committed to and accountable for advancing diversity, equity, and inclusion in all of its forms. We embrace individual uniqueness, foster a culture of inclusion that supports both broad and specific diversity initiatives, leverage the educational and institutional benefits of diversity, and engage all individuals to help them thrive. The University Libraries values diversity of thought, perspective, experience, and people and is actively committed to a culture of inclusion and respect. The University Records Management Officer is expected to advance the Libraries and Penn State's diversity, equity, inclusion, and accessibility goals as well as contribute to an environment of positive growth. More information on Penn State's commitment to Diversity, Equity, and Inclusive Excellence can be found by viewing Penn State's Diversity Statement: http://equity.psu.edu/

For additional information about the Libraries' diversity efforts, please visit https://libraries.psu.edu/about/diversity-inclusion

Apply online at https://psu.wd1.myworkdayjobs.com/PSU_Staff/job/Penn-State-University-Park/University-Records-Management-Officer_REQ_0000049243-1

CAMPUS SECURITY CRIME STATISTICS: For more about safety at Penn State, and to review the Annual Security Report which contains information about crime statistics and other safety and security matters, please go to http://www.police.psu.edu/clery/, which will also provide you with detail on how to request a hard copy of the Annual Security Report.

Penn State is an equal opportunity, affirmative action employer, and is committed to providing employment opportunities to all qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

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University Records Management Officer

Pennsylvania State University

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