University Records Manager @ UF Libraries

Posted by Leila Gibradze on

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.

 

QUALIFICATIONS

We value a range of experience and perspectives. Applicants are encouraged to communicate in their application materials and subsequent interview conversations how their work and other experiences satisfy the following qualifications in ways that may not be obvious.

 

Required:

Bachelor’s degree in an appropriate area of specialization and four years of appropriate experience.

 

 

Preferred:

  • 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

 

DEPARTMENT OF SPECIAL AND AREA STUDIES COLLECTIONS

The Dept. of Special and Area Studies Collections combines the Libraries’ traditional special collections with its premier area and cultural studies collections. Special Collections holds the primary source research collections of the University of Florida, which include the Harold and Mary Jean Hanson Rare Book Collection, the P. K. Yonge Library of Florida History, the Popular Culture Collection, the Baldwin Library of Historical Children’s Literature, the University of Florida Archives, and manuscript collections supporting the different special and area studies collections. Area Studies is comprised of the Latin American Collection, the African Studies Collection, the Isser and Rae Price Library of Judaica and the Asian Studies Collection.    Together, the collections contain over 750,000 volumes, more than 50,000 rolls of microfilm, over 8000 linear feet of manuscript and archival material, and a growing presence of unique digital holdings. The collections provide direct support to academic programs at the University of Florida while also supporting research in a variety of academic fields and disciplines for an international community of scholars.

BENEFITS

University benefits for this position include retirement plan options, insurance benefits, paid family leave (parental and medical), tuition fee waiver program, and employee assistance program, as well as paid time off and holidays. Gainesville, Florida, has no state or local income tax.

AFFIRMATIVE ACTION/EQUAL EMPLOYMENT OPPORTUNITY

The University of Florida is an equal employment employer and is committed to non-discrimination with respect to race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), parental status, national origin, age, disability, genetic information (including family medical history), political affiliation, military service, or other non-merit-based factors. These protections extend to all management practices and decisions, including recruitment and hiring, appraisal systems, promotions, training, and career development programs. We’re committed to attracting, hiring, and retaining top talent by valuing diversity of thought, skill, and experience. As an equal opportunity employer, we believe in fostering environments where team members feel included, valued for their differences, and empowered to do their best work. The University of Florida is a public institution and subject to all requirement under the Florida Sunshine and Public Records laws.

 

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)

Apply by 11:55 pm (EST) on May 21, 2024 (applications will be reviewed as receive). Submit all application materials through the Jobs at UF online application system at Job Number 531233. 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.