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 manages the Records & Information Management Center (RIMC) in Facilities Information Resources (FIR) to support Facilities & Services at the University of Illinois, Urbana Campus. The Specialist ensures efficient management of documents and information related to the university’s built environment, addressing the needs of F&S, campus, and other stakeholders.

Duties & Responsibilities:

• Implement RIMC priorities, set goals and objectives, and lead the team in managing physical and digital materials—acquisition, classification, organization, use, maintenance, and access.
• Provide leadership for the development and administration of RIMC and related special projects; assess unit needs and advise the coordinator on budget preparation.
• Assist F&S, university personnel, contracted entities, researchers, and others with reference and research inquiries.
• Manage resources, supervise supporting staff, and coordinate recruitment, training, and task assignment.
• Set and interpret operating policies and processes for the RIMC; review and initiate programs and operations; establish office resource utilization policies; manage sensitivity and security issues.
• Participate in departmental objectives and long‑range planning.
• Provide RIMC reports, analysis, data, and information for administrative purposes.
• Directly supervise the RIMC within the department.
• Act as the point of contact for campus, agency, and university departments related to RIMC.
• Assume related duties to further the unit’s mission.

Physical Demands and

Working Conditions:

• Remain in a stationary or active position for extended periods; lift items up to 50 lbs and handle fragile, large‑format objects.
• Occasional visits to unconditioned or dusty non‑office environments such as basements and storage facilities.

Minimum Qualifications:

• Bachelor’s degree in Library & Information Science, Information Management, or a related field.
• At least two (2) years (24 months) of education, training, and/or work experience in reference desk and user services.
• Experience working with digital and/or physical archives.
• Experience assessing and accessioning library and/or archival material.

Preferred Qualifications:

• Master’s degree in Library & Information Science or a comparable data management field.
• Experience managing large physical and digital collections.
• Experience managing large‑scale digitization projects and processes.
• One or more years of experience in architectural, engineering, construction management, facilities management, library, legal records management, or archival fields.
• 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 priorities.
• Solid written and oral communication skills.
• Ability to explain complicated concepts in a clear manner.
• Both detail‑ and high‑level orientation.
• Ability to work across teams for information/data sharing and collaboration.
• Knowledge of database design and function.
• Knowledge of facilities‑related records (plans, specifications, shop drawings, O&M manuals, etc.).
• Ability to triage urgent records requests and prioritize workload.
• Ability to work in a constantly changing, complex data environment while meeting multiple deadlines.

Appointment Information:

This is a 100% full‑time Civil Service 5002 – Program Coordinator position, appointed on a 12‑month basis. Expected start date: as soon as possible after 9/14/2026. Salary range: $60,000 – $77,500. The position is not eligible for work‑authorization sponsorship.

Benef…