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Human Resources is located at 677 East 12th Ave., Suite 400. Our mailing address is: 5210 University of Oregon, Eugene OR, 97403-5210.

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Records Manager - Archive
Office of Public Records

Posting: 16093
Location: Eugene
Closes: 2016-12-08

Reports to:  Public Records Officer

Term:  12 months, renewable annually

Closing Date:  July 14, 2016; search will remain open until filled

Start Date:  September 2016 or as soon as possible thereafter

The University of Oregon, located in Eugene, is one of the nation’s premier public research universities and a member of the PAC-12 conference. The main campus is spread over 295 acres close to the Willamette River. The campus and adjacent UO properties include approximately 150 buildings, is home to more than 500 varieties of trees, and enrolls approximately 25,000 students.The University is located 110 miles south of Portland, and is within only a few hours’ drive from ocean beaches, lakes, rivers, forests, high desert, and the Cascade and Coast mountain ranges.

General Description of Position

The Records Manager is a position in the Public Records Office that reports directly to the Public Records Officer and is responsible for the effective, timely and thorough compliance with all areas of records retention and records management. The Records Manager is expected to remain abreast of changing laws, policies, and procedures regarding the maintenance of University records, to ensure that paper and electronic records maintenance, preservation and disposition are in accordance with state, federal, and University guidelines, and to implement needed changes in a timely manner. In consultation with appropriate administrators, the Records Manager will: take the lead in developing, revising, and maintaining University records retention schedules, policies, and procedures; provide training and consultative services to University staff to ensure uniform compliance with the University’s retention schedules, policies, and procedures; work with campus colleges, departments, and units to develop strategies, methods, and procedures for managing and preserving paper and electronic records and files; survey departments’' records and provide recordkeeping advice primarily about appropriately retaining, storing, destroying, and protecting institutional data; and facilitate the transfer of appropriate historical, long-term records to the University Archives. The Records Manager is expected to identify and implement long-range goals related to records management at the University, to anticipate future needs, adapt the University’s practices and programs to meet those needs in regard to records management and remain in compliance with the University retention schedule.

The Records Manager must have a working knowledge of higher education administration and management, including knowledge of relevant state and federal law pertaining to University records, such as FERPA.  The Records Manager will be entrusted with sensitive information and documents and must demonstrate a high level of discretion in handling privileged, confidential, and proprietary information.

Essential Duties and Responsibilities

Administration– 95% (essential duty)

  • Responsible to draft and implement a new records retention policy for the UO
  • Provide leadership and expertise on records retention and management issues for the entire University
  • Develop workflows and procedures and assist in schedule, policy, and procedure revisions related to the retention and management of electronic content/digital assets;
  • Identify areas for process improvement to improve compliance, efficiency and accessibility. Ensure consistency in development of project tools, testing, understanding data;
  • Ensures compliance with state & fed law in regards to existing policies
  • Coordinate and consult with University offices, departments, units and programs regarding their records management compliance issues (litigation, public records requests, audits, records retention scheduling, essential records scheduling and similar services);
  • Develop and implement unit-specific records retention schedules in conjunction with University departments/units;
  • Periodically review records retention and essential records schedules to ensure conformance with legal requirements and institution standards, perform research and recommend standards based on investigations;
  • Assist University personnel in identifying and analyzing records system problems, propose solutions to meet program and system requirements;
  • Develop and organize records management trainings, workshops and similar instructional sessions; assist in the development and presentation of training and instructional materials;
  • Collaborate with University colleges, departments, units, programs and administration to identify current business needs, assess alternatives and options, and develop business cases and proposals that support decision making;
  • Participate in policy management, development, and consultation activities.  Coordinate with administrators in schools, colleges, and divisions to ensure appropriate consultation; and
  • Collect, review, and compile statistical data for program reporting purposes.

Other duties as assigned– 5%

Required Qualifications

  • Master’s Degree in archives, records management, or relevant field; OR equivalent combination of education and experience.
  • Three years of progressively responsible experience in records management.

Required Professional Competencies:

  • Knowledge of higher education administration and management, including knowledge of relevant state and federal law pertaining to University records, such as FERPA
  • Excellent written and oral communication skills including the ability to convey complex records issues to diverse constituencies, from administrators to faculty
  • Strong knowledge of records management theories and principles, including but not limited to electronic media
  • Strong knowledge of IT systems and office productivity applications
  • Familiarity with recordkeeping systems, including vendor solutions for a variety of recordkeeping services.
  • Familiarity with issues involving information security for electronic records in a networked environment, as well as legal issues governing University records
  • Candidates should exhibit a strong user focus and public service orientation, excellent analytical, interpersonal skills, and an ability to embrace and spearhead change

Preferred Qualification

  • Experience with Records Management in a Higher Education setting
  • Experience with state and federal confidentiality rules as applied to public universities
  • Certified Records Manager (CRM) certification
  • Experience with electronic records management and digital preservation

Compensation will take into consideration the successful candidate’s qualifications.

This position has an excellent benefits package. For details, see the HR-Benefits website at: http://hr.uoregon.edu/benefits.

Application Procedures

We seek qualified candidates who share our commitment to diversity. Position is subject to a successful criminal background check. Review of applications will begin July 14, 2016 and will remain open until filled. For full consideration, applicants should submit a cover letter, resume, and the names and contact information for three references to:

Search Committee
Office of Public Records
6207 University of Oregon
Eugene, OR 97403-6207

Submit application materials electronically to:  pubrec@uoregon.edu

The University of Oregon is an equal opportunity, affirmative action institution committed to cultural diversity and compliance with the ADA. The University encourages all qualified individuals to apply, and does not discriminate on the basis of any protected status, including veteran and disability status.

UO prohibits discrimination on the basis of race, color, sex, national or ethnic origin, age, religion, marital status, disability, veteran status, sexual orientation, gender identity, and gender expression in all programs, activities and employment practices as required by Title IX, other applicable laws, and policies. Retaliation is prohibited by UO policy. Questions may be referred to the Title IX Coordinator, Office of Affirmative Action and Equal Opportunity, or to the Office for Civil Rights. Contact information, related policies, and complaint procedures are listed on the statement of non-discrimination.