Facilities Information and Document Management Specialist - Facilities Information Resources

Facilities Information and Document Management Specialist - Facilities Information Resources

Facilities & Services

Job Summary

Under general supervision of the Facilities Information Management Coordinator this position is responsible for managing the Records & Information Management Center (RIMC) in Facilities Information Resources (FIR) in support of Facilities & Services (F&S) at the University of Illinois, Urbana Campus. The Facilities Information and Document Management Specialist is responsible for the effective and efficient management of documents and information related to the University of Illinois built environment, and effectively addressing the needs of F&S, campus, and other stakeholders.

Duties & Responsibilities

* Responsible for implementing RIMC priorities, setting goals and objectives for supporting team members in the ongoing process of managing physical and digital materials acquisition, classification, organization, use, maintenance and access for the RIMC, including (but not limited to) regular accessioning of completed project documentation, maintaining industry codes and standards reference materials, and increasing the digital accessibility of the various RIMC collections.

* Provide leadership for the development, administration of RIMC and related special projects, responsible for assessing records management unit needs, and advising the Facilities Information Management Coordinator for budget preparation as required. Assist F&S, University personnel, contracted entities, researchers and others with reference/research inquiries.

* Responsible for management of resources, determination and supervision of supporting staff functions; coordinates the recruitment, training and management of work assigned to supporting staff members.

* Sets and interprets operating policies and processes for the RIMC; reviews, initiates programs and operations; establishes policies relating to utilization of office resources; understands and manages sensitivity and security issues surrounding information management.

* Participates in departmental objectives and long-range planning.

* Provides RIMC reports, analysis, data and information for administrative purposes.

* Responsible for direct supervision of the RIMC within the department.

* Acts as point of contact with campus, agency and university departments related to RIMC in Facilities Information Resources, Facilities and Services.

* Assume appropriate related additional duties to further the mission of the unit.

Physical Demands and Working Conditions

1. Ability to remain in a stationary or active position (standing or sitting) for extended periods as required by the position. Ability to lift 50lb boxes, and manipulate fragile, large format objects.

2. Occasional visits to unconditioned or dusty non-office environments (such as basements, storage rooms, or storage facilities) are necessary.

Minimum Qualifications

1. Bachelor's degree in Library & Information Science, Information Management or a related field.

2. A total of two (2) year (24 months) in education, training and/or work experience in reference desk and used services.

3. Experience working with digital and/or physical archives.

4. Experience assessing and accessioning library and/or archival material.

Preferred Qualifications

* Master's degree in Library & Information Science or comparable data management field.

* Experience managing large physical and digital collections.

* Experience managing large scale digitization projects and processes.

* One or more years experience in architectural, engineering, construction management, facilities management, library, legal records management, and archival.

* Demonstrated experience understanding the needs of both users and data managers.

* Experience serving various user groups.

* Experience cataloging, indexing, thesauri use and creation.

* Experience with state approved records retention schedules.

Knowledge,

Skills and Abilities

* Highly customer service oriented.

* Working knowledge of physical and digital data management best practices.

* Working knowledge of database architecture.

* Solid knowledge of Microsoft Office and Adobe products.

* Solid organizational skills.

* Solid analytical skills.

* Solid time management skills, with an ability to identify and focus on priorities.

* Solid written and oral communication.

* Ability to explain complicated or unfamiliar concepts in a clear manner.

* Both detail and high level oriented.

* Ability to work across teams for information/data sharing and collaboration.

* Knowledge of database design and function.

* Knowledge of facilities related records (i.e. plans, specifications, shop drawings, O&M manuals etc.).

* Ability to triage urgent records requests and prioritize workload.

* Ability to work in an environment that involves critically assessing, organizing, managing and using constantly changing, complex, and numerous types of data, while meeting multiple deadlines.

Appointment Information

This is a 100% full-time Civil Service 5002 -…