University Records Manager

JOB SUMMARY

The University Records Manager, in conjunction with the University Archivist, is responsible for the University of Florida’s records and information management program. Serves as the principal advisor to senior administration concerning records and information management policies and practices and serves on related administrative committees. Responsible for providing guidance for the maintenance/disposal of all recorded information that the University needs to do business, conform to federal, state and other legal requirements, and transfer essential historical information about the University to the University Archives. Recommends and coordinates policies and procedures for efficient systems for records creation, maintenance, and disposition; provides technological expertise for records and information management; ensures compliance with legal records requirements; and provides records management training.

RESPONSIBILITIES

Records Management Communications

• Provide records management information and assistance to all University units creating/maintaining records.
• Communicate and interact with University records creators and custodians to determine record and information management needs.
• Develop, maintain, and improve relationships with information technologists and University records creators and custodians.
• Provide advice and comments on records management legislation, regulations, and statutes for University administrators.
• Demonstrate the value of the records management program to University administrative units.
• Assist with writing procedures for new technology applications that affect University records.
• Advise University offices on State of Florida’s Public Records Law and associated legislation.
• Oversee the disposition documentation for University records handled by University personnel.
• Maintain a records management website.

Program Development and Maintenance

• Develop, implement, and maintain a records and information management policy and procedures in accordance with State of Florida requirements, Federal and other relevant legislation, regulations, and requirements and best practices methodologies to support and achieve long-range University goals.
• Review, recommend, and revise University policies and procedures by reviewing and analyzing recordkeeping methodologies and requirements to achieve compliance with technology, legal, and records and information requirements and industry best practices.
• Review records management effectiveness by setting benchmarks and evaluating program performance.
• Re-establish a Records Liaisons program within major administrative units and work with designated personnel.
• Work closely with the offices of General Counsel, Information Technology, Compliance and Ethics, Privacy, and various other units to ensure compliance with state, federal, and other regulatory agencies’ laws and rules.
• Provide leadership and expertise on records and information management issues for the entire University.
• Assist the University with retention of its historical records and state designated permanent records.
• Establish program guidelines for the management of information in electronic and digital formats.

Records Management Training

• Maintain a comprehensive training program for University records liaisons and other University employees working with University records.
• Provide and coordinate training sessions on records management issues, including public records, vital records, file inventories, records disposal, and electronic records management.

Liaison and Staff Development

• Serve as the Records Management Liaison Officer (RMLO) to the Division of Library and Information Services of the Department of State as required by Florida Statute.
• Serve on University committees representing the University’s records management program.
• Gain and maintain accreditation and expertise in order to implement best practices in records management at the University of Florida.
• Participate in staff development opportunities, including professional service.

Other Duties as Assigned

• Serve on library committees and participate in special projects as assigned.

$70,000 minimum salary; The Smathers Libraries offer a salary commensurate with experience and credentials. 

The University of Florida offers a competitive benefits package including health, retirement, paid time off, discount programs, professional development and worklife support. Learn more.

• ALA-accredited Master’s degree in library, information, and/or archival science 
• Certified Records Analyst (CRA) or Certified Records Manager (CRM) designation
• Experience applying principles and standards relating to records management, including familiarity with applicable federal and state laws and policies
• Experience with creating and maintaining record retention schedules
• Experience with or knowledge of records management and digital preservation issues
• Experience managing records in a college or university setting
• Commitment to contributing to a respectful and caring community for all, including individuals of diverse backgrounds, experiences, races, ethnicities, gender identities, sexual orientation, and perspectives
• Evidence of excellent interpersonal skills including oral and written communication
• Ability to work both independently and collaboratively to accomplish goals
• Flexibility, and ability to adapt and work in a rapidly changing academic environment
• Basic computer skills and experience with Microsoft Software

Application Process

To apply, submit

• a cover letter detailing your interest in, and qualifications for this position
• your current resume or CV
• a list of three references including their contact information (telephone number and email address)
• in a brief statement, please describe one specific challenge records managers face today and how you would approach this challenge in this position. (250 words)

Applications will be reviewed as received. Submit all application materials through the Jobs at UF online application system. If you have any questions or concerns about this process, please contact Tina Marie Litchfield, George A. Smathers Libraries Human Resources Office, at tlitchfield@uflib.ufl.edu.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.