Records Management Specialist

Records Management Specialist

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. Works with academic faculty, University administration, and University staff encompassing all offices across all campuses in order to support operational efficiencies. In collaboration with the University Records Officer (URO) and in support of university compliance, provides records organization, retention, storage, and disposition, and ensures compliance with State and Federal regulatory, and University policy standards. The Specialist works collaboratively with university departments and offices to maintain efficient, secure, and sustainable records practices that promote transparency. Performs tasks including appraising, processing, and assigning retention schedules to records for incoming and existing analog and electronic materials; assists with managing the University Records Center; preparing and completing records destruction with a third-party vendor; collaborating with a third-party offsite storage vendor for scheduling record pick-ups and deliveries and assisting with entering information into their records management system; collaborating with a third party remediation vendor for scheduling record pick-ups and deliveries; and planning and implementing records management training and outreach across the university. Hires, trains, and manages the workload of students and wage workers in warehouse management work, including assisting with tracking and reviewing inventory, entering record information into the records management system (Infolinx), and picking up and delivering boxes to offices across the Fairfax campus. Participates in committees, task forces, and/or workgroups as required to share knowledge, develop best practices, and advance the work of the libraries.

Responsibilities:

• 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 general and specific national and international standards, principles, and best practices in records management for both analog and electronic records regulations and standards established by George Mason University, the Commonwealth of Virginia, and all federal laws such as the Freedom of Information Act (FOIA), the Health Insurance Portability and Accountability Act (HIPAA), and the Family Educational Rights and Privacy Act (FERPA), while advising University offices/units 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; and
• 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 (ESI).

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; and
• Assists the larger University Records Management program with outreach 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 George Mason department 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; and
• 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

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 but not limited to Microsoft 365 (SharePoint, Teams, OneDrive, Outlook, and related collaboration tools), as they relate to records and information management;
• 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;
• Able to skillfully navigate challenging/difficult conversations with professionalism and diplomacy, ensuring alignment and mutual understanding; and
• Valid driver's license required; operate a pallet jack; drive a commercial van - Valid driver's license: must currently 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 The Office of Risk Management reserves the right to review the driver's licenses and Motor Vehicle Reports (MVRs) of all candidates selected with employment contingent upon a favorable review.

Preferred Qualifications:

• Bachelor's degree in 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; and
• Knowledge of AI/Automation in Records Management, such as auto-classification, machine learning tagging, and intelligent document processing.

Instructions to Applicants:

For full consideration, applicants must apply for Records Management Specialist at