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 About the Position 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. Responsibilities Records Management (Analog and Electronic) 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. Records Management Education, Training, and Outreach 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. University Records Center Management Serves as a lead in managing the onsite warehouse, including organizing regularly-scheduled shreds, distribution of boxes, and communication with departments for pickups and deliveries. Manages the workload of staff working in the warehouse. Coordinates with the URO in communication with and direction of university records coordinators. Works with the URO in ensuring third-party deliveries and pickups and assists in regularly addressing issues and questions, including communications with other third-party vendors. Ensures the professionalism of the university records management program by establishing clear protocols and expectations for wage and student staff in their work with university community members. Other Duties as Assigned As needed to support the University Records Management program. Required Qualifications High school diploma or equivalent. Experience with national and international standards related to records management standards and best practices. Experience working with cloud-based applications and environments, including Microsoft 365 (SharePoint, Teams, OneDrive, Outlook, and related collaboration tools). Some experience in records management document control or information governance. Experience managing competing timelines and deliverables. Experience with administrative operations or compliance-related functions. Experience handling sensitive or confidential information with discretion and in accordance with privacy regulations and university policies. Experience with automated tools within electronic systems. Considerable customer service experience in an academic or professional setting. Working knowledge of creation, classification, retention, and disposition of records. Ability to support the development and implementation of records management processes, workflows, and user guidance within Microsoft 365 platforms. Ability to structure, organize, and maintain large volumes of electronic files efficiently. Ability to communicate effectively with technical and non-technical stakeholders regarding electronic records management practices and requirements. Ability to take on project leadership roles in the department and to work both independently and collegially as part of a team in a fast‑paced, production- and service-oriented environment. Working knowledge in addressing system issues, data inconsistencies, or compliance risks. Ability to effectively collaborate and build relationships across diverse audiences. Ability to skillfully navigate challenging or difficult conversations with professionalism and diplomacy, ensuring alignment and mutual understanding. Valid driver's license required; operate a pallet jack; drive a commercial van – must possess an appropriate, active, valid motor vehicle operator’s license that meets all of GMU’s requirements for operating state vehicles and equipment under Mason’s Vehicle Use Policy 1411. Preferred Qualifications Bachelor’s degree in a related field. Preferred degree in Computer Science or a related field. Preferred certification: Records Management, Records Analyst, or Essentials of Records and Information Management. Experience administering or supporting electronic records management systems. Experience applying records management policies, retention schedules, and regulatory requirements to digital records. Experience conducting records audits, inventories, and risk assessments for digital content. Experience working in warehouses, records centers, and/or archives. Experience with e‑discovery processes, legal holds, and digital evidence preservation. Experience training and coaching others. Working knowledge of the Virginia Public Records Act and associated records retention schedules by the Library of Virginia. Familiarity with information governance frameworks and standards. Knowledge of metadata standards and electronic file classification structures. Understanding of e‑discovery processes, legal holds, and digital evidence preservation. Knowledge of technical skills, including working with databases, content management systems, and data migration tools. Understanding of retention and compliance in cloud environments. Knowledge of AI/automation in records management, such as auto‑classification, machine learning tagging, and intelligent document processing. Equity Statement George Mason University is an equal opportunity/affirmative action employer, committed to promoting inclusion and equity in its community. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any characteristic protected by law. #J-18808-Ljbffr The Chronicle Of Higher Education, Inc.