Records Management Specialist

Job Overview

Department:
Library

Classification:
Library Specialist 3

Job Category:
Classified Staff

Job Type: Full-Time

Work Schedule:

Full-time (1.0 FTE, 40 hrs/wk)

Location:

Fairfax, VA

Workplace Type:
Hybrid Eligible, up to 2 telework days

Sponsorship Eligibility:
Not eligible for visa sponsorship

Pay Band: 05

Salary:
The anticipated hiring range for this position is $55,000 to $65,000.

Benefits include a comprehensive total rewards package: health and wellness benefits, retirement contributions, generous leave, tuition benefits for employees, and the opportunity to contribute to the mission of Virginia's largest and most diverse public research university.

Criminal Background Check:
Yes

Motor Vehicle Records Check:
Yes

The Records Management Specialist performs specialized and complex duties to support the University Records Management program, including knowledge and application of Commonwealth of Virginia records laws and regulations in physical and electronic format. The role works with academic faculty, university administration, and university staff across all campuses to support operational efficiencies. Responsibilities include providing records organization, retention, storage, and disposition, and ensuring compliance with state, federal, and university policy standards.

• Implements and maintains records retention, access, and disposition schedules by applying knowledge of the Virginia Public Records Act, the Library of Virginia’s retention and disposition schedules, and in compliance with University Policy 1102:
  Records Management.
• Oversees the secure transfer, storage, and destruction of analog and electronic records, ensuring proper documentation of all activities.
• Interprets and follows national and international standards, principles, and best practices in records management for both analog and electronic records, while advising university offices and appraising university records.
• Provides input into formulating new and enhancing policies and procedures for improving workflow processes, and participates in updating unit, department, functional area procedure, and policy manuals and other written documentation, instructional materials, web-based guides, etc.
• Compiles and maintains accurate records and statistics related to records management duties.
• Assists with the annual review of University Policy 1102:
  Records Management. Conducts audits of departmental records and quality checks of departmental records practices to verify adherence to schedules and procedures.
• Supports the administration and maintenance of electronic records management systems by ensuring the accurate classification, indexing, retrieval, preservation, and disposition of digital records throughout their lifecycle.
• Assists university departments with implementing electronic records management best practices, including digital storage standards, metadata requirements, data security measures, and compliance with institutional and legal retention requirements for electronically stored information.

• In coordination with the URO, provides guidance and training to university administrators, faculty, and staff on best practices in records creation, retention, storage, and disposal in alignment with university policies and systems.
• Regularly consults with departmental staff and/or liaisons related to management and application of state and federal regulations to support and promote compliance for risk management.
• Collaborates with the URO and university departments, including ITS, Compliance, University Counsel, etc., to ensure the records management program aligns with institutional needs and security requirements, and promotes increased and improved implementation of records management processes on a university-wide scale through enhanced technology tools, communication, and partnerships.
• Develops instruction materials, quick reference guides, and other resources for staff.
• Assists the larger university records management program without reach work.

• Serves as a lead in…