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.

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 Complete and submit the online application to include three professional references with contact information, and provide a cover letter, resume, and responses to the embedded questions.