Facilities Information and Document Management Specialist - Facilities Information Resources

About the role

This position is responsible for managing the Records & Information Management Center (RIMC) in Facilities Information Resources (FIR) in support of Facilities & Services (F&S) at the University of Illinois, Urbana Campus.

Responsibilities

• Implement RIMC priorities, set goals and objectives for supporting team members in managing physical and digital materials acquisition, classification, organization, use, maintenance and access.
• Maintain industry codes and standards reference materials and increase the digital accessibility of RIMC collections.
• Provide leadership for the development, administration of RIMC and related special projects, assess records management unit needs, and advise the Facilities Information Management Coordinator for budget preparation as required.
• Assist F&S, University personnel, contracted entities, researchers and others with reference/research inquiries.
• Manage resources, determine and supervise supporting staff functions; coordinate recruitment, training and management of work assigned to supporting staff members.
• Set and interpret operating policies and processes for the RIMC; review, initiate programs and operations; establish policies relating to utilization of office resources; understand and manage sensitivity and security issues surrounding information management.
• Participate in departmental objectives and long-range planning.
• Provide RIMC reports, analysis, data and information for administrative purposes.
• Directly supervise the RIMC within the department.
• Act as point of contact with campus, agency and university departments related to RIMC in Facilities Information Resources, Facilities and Services.
• Assume appropriate related additional duties to further the mission of the unit.

Physical Demands and Working Conditions

• Ability to remain in a stationary or active position (standing or sitting) for extended periods as required by the position.
• Ability to lift 50lb boxes, and manipulate fragile, large format objects.
• Occasional visits to unconditioned or dusty non-office environments (such as basements, storage rooms, or storage facilities) are necessary.

Minimum Qualifications

• Bachelor’s degree in Library & Information Science, Information Management or a related field.
• A total of two (2) years (24 months) in education, training and/or work experience in reference desk and used services.
• Experience working with digital and/or physical archives.
• Experience assessing and accessioning library and/or archival material.

Preferred Qualifications

• Master’s degree in Library & Information Science or comparable data management field.
• Experience managing large physical and digital collections.
• Experience managing large scale digitization projects and processes.
• One or more years experience in architectural, engineering, construction management, facilities management, library, legal records management, and archival.
• Demonstrated experience understanding the needs of both users and data managers.
• Experience serving various user groups.
• Experience cataloging, indexing, thesauri use and creation.
• Experience with state approved records retention schedules.
• Knowledge of database design and function.
• Knowledge of facilities related records (i.e. plans, specifications, shop drawings, O&M manuals etc.).
• Ability to triage urgent records requests and prioritize workload.
• Ability to work across teams for information/data sharing and collaboration.
• Ability to explain complicated or unfamiliar concepts in a clear manner.
• Both detail and high level oriented.
• Ability to work in an environment that involves critically assessing, organizing, managing and using constantly changing, complex, and numerous types of data, while meeting multiple deadlines.