Deputy Freedom of Information Act (FOIA) Officer - Internal Only

Deputy Freedom of Information Act (FOIA) Officer - Internal Only

Advertising Summary: Enterprise Marketing and Communications is seeking to hire a Deputy Freedom of Information Act (FOIA) Officer.

Unit: VP Enterprise Mktg and Comm MBU

Department: University Public Affairs

Department Summary: As VCU's integrated communications and marketing office, the Division of Enterprise Marketing and Communications is energized and thrives on collaboration and innovation. In our work, we reflect the culture of the university and health system community. We leverage the power of our institutional knowledge to deliver results, foster an equitable and supportive work environment to empower our talent, and work hard to tell impactful stories about VCU and VCU Health.

Duties & Responsibilities:

The Division of Enterprise Marketing and Communications at Virginia Commonwealth University (VCU) seeks applications for a Deputy Freedom of Information Act (FOIA) Officer. VCU's FOIA Office is responsible for receiving and responding to public records requests made to VCU and VCU Health System Authority under the Virginia Freedom of Information Act.

The Deputy FOIA Officer's primary responsibilities are:

• Manage a caseload of FOIA requests from start to finish by analyzing requests under the Virginia Freedom of Information Act, coordinating with university and health system custodians to collect responsive documents, reviewing documents for responsiveness and exemptions, and drafting final responses to ensure compliance in consultation with legal counsel as necessary.
• Develop cost estimates for fulfillment of requests in compliance with FOIA law and in keeping with VCU/VCU Health's charging practice.
• Calculate response deadlines to ensure FOIA compliance, court-imposed deadlines, and other legal standards.
• Respond to follow-up inquiries from requesters regarding their FOIA responses, consulting with the FOIA Officer and / or university and health system legal counsel, as necessary.
• Maintain all official records related to FOIA in compliance with Library of Virginia records retention policies.
• Assess FOIA requests for potential reputational risks raising those issues with the FOIA Officer and appropriate EMC leadership.
• Deliver basic FOIA training to VCU and VCU Health System business units.

Core Responsibilities

Own full life cycle of a caseload of FOIA requests.

• Monitor VCU and VCU Health FOIA inbox.
• Review and determine next steps for request
• Note statutory deadline on FOIA calendar
• Determine appropriate records custodians to communicate FOIA requirements and initiate response.
• Notify FOIA Officer and where appropriate, university and health system leadership and legal teams of requests
• Review records for potential production, redaction or withholding pursuant to applicable exemptions
• Follow up with records custodians as necessary being mindful of deadlines and requesting extensions as necessary
• Compose response in compliance with statutory deadlines.
• Determine the applicability of charging provisions and developing cost estimates when necessary
• Close out request and ensure record is complete for records retention compliance.
• Work with FOIA Officer to develop areas of responsibility for high volume business units
• Represent the FOIA Officer in all duties when they are unavailable.

Deliver educational FOIA training to VCU and VCU Health business units.

• Respond to requests for FOIA training.
• Update and revise training for target audience.
• Work with FOIA Officer on enterprise wide training plan and schedule.

Monitor State and Federal laws affecting FOIA compliance

• Working with Government Relations on legislative analyses.
• Attend Virginia FOIA Council meeting to keep abreast of emerging FOIA issues and trends.
• Develop and maintain collaborative relationships with FOIA counterparts at other Virginia colleges and universities to encourage best practices.

Qualifications:

Minimum Qualifications

• Education: Bachelor's degree or equivalent combination of training and years of experience.
• Experience: A minimum of three years' experience supporting FOIA compliance or litigation document handling, preferably in a higher education or public institution setting.
• Exceptional organizational and time management skills with a keen attention to detail.
• Ability to communicate clearly and professionally both verbally and in writing with internal and external stakeholders including faculty and staff, students, citizens, and members of the media seeking records.
• Possess strong analytical and writing skills, with demonstrated ability to collect and analyze information.
• Ability to handle multiple tasks with competing deadlines while maintaining strict confidentiality.
• Demonstrated to work collaboratively in a team environment under tight deadlines, and adapt to established work patterns and processes as required.
• Strong interpersonal and customer service skills with an emphasis on developing trusted relationships, both internally and externally, using diplomacy and conflict-resolution skills.
• Demonstrated ability to work in and foster an environment of respect, professionalism and civility with a population of faculty, staff, and students from all backgrounds and experiences, or a commitment to do so as a staff member at VCU.

Preferred Qualifications

• Experience: At least four years of relevant experience in a law firm, legal department, institution of higher education, or other public institution subject to VFOIA.
• Possess a familiarity with media operations to effectively communicate with reporters regarding FOIA requests.
• General familiarity with the application of FOIA exemptions to a variety of records as well as the mechanics of document production as it relates to FOIA.
• Ability to deliver FOIA training to internal business units.
• Knowledge of and/or experience with NextRequest or other FOIA request management tools, Adobe Acrobat, Google Drive and One Drive.
• Demonstrated experience in identifying exemptions and applying redactions.
• General familiarity with FERPA, HIPAA and other privacy laws.
• Ability to think proactively, problem-solve, and suggest solutions to the FOIA Officer.
• Ability to actively listen and convey the requirements of FOIA to the public and colleagues at all levels.

Salary Range: $70,000 - $85,000

Benefits: All full-time university staff are eligible for VCU's robust benefits package that includes comprehensive health benefits, paid annual and holiday leave, generous tuition benefits, retirement planning and savings options, tax-deferred annuity and cash match programs, employee discounts, well-being resources, abundant opportunities for career development and advancement, and more.

FLSA Exemption Status: Exempt Hours per Week: 40

Restricted Position: No

ORP Eligible: Yes

Flexible Work Arrangement: Hybrid

University Job Title: 25911Y - Administrator LG 1

Each agency within the Commonwealth of Virginia is dedicated to recruiting, supporting, and maintaining a competent and diverse work force. Equal Opportunity Employer

Virginia Department of Human Resource Management