Records Digitization Coordinator (4722C), People and Culture - Central Services #88210

About the University

At the University of California, Berkeley, we are dedicated to fostering a community where everyone feels welcome and can thrive. Our culture of openness, freedom, and belonging makes it a special place for students, faculty, and staff, who are among the most talented and accomplished anywhere, including Nobel laureates, Pulitzer Prize winners, and MacArthur Fellows. Since our founding in 1868, we have been an engine for innovation—driving intellectual, economic, and social progress that benefits California, the U.S., and beyond. We actively support professional development by providing all full-time staff employees with at least 80 hours of paid time per year and offer supportive colleague communities through numerous employee resource groups.

Department Overview

People and Culture Central Services is responsible for HR Technology Systems and Applications, HR Reporting and Data Analytics, HR Compliance, and HR Records Management.

About the Role

The Records Digitization Coordinator works on the HR Records team as a limited position focused on records digitization activities. This role performs boxing, inventorying, filing, scanning, and quality integrity tasks to support the HR Records team.

Responsibilities

• Records Digitization Coordination and Quality Assurance
  • Coordinates records digitization activities, including preparing records boxes, applying barcodes, documenting inventory, and maintaining tracking information.
  • Schedules and transfers records boxes to the digitization vendor and tracks progress through the digitization process.
  • Uses Perceptive Content and other specialized office applications to review digitized records and monitor project progress.
  • Performs quality assurance of digitized records in Perceptive Content to confirm documents are legible, complete, in the appropriate format, and stored in the correct system location.
  • Identifies quality or processing issues and communicates necessary corrections to the appropriate teams.
  • Maintains accurate records of digitization status and completed work.
• Project Tracking and Reporting
  • Maintains spreadsheets, Smartsheets, and other tracking tools to monitor project inventory, vendor activity, digitization progress, and completion status.
  • Compiles and validates project information and prepares monthly progress reporting.
  • Uses spreadsheet functions, including formulas and pivot tables, to organize, reconcile, and report project data.
• Systems, Equipment, and Vendor Coordination
  • Identifies equipment, supply, or system needs related to records digitization activities and coordinates issues with appropriate internal teams or vendors.
  • Works with the Imagine Team and other technical resources to address issues involving Perceptive Content, digitized files, and records processing.
• Procedural Guidance
  • Provides guidance to staff and project partners regarding digitized file quality, format, and appropriate placement within Perceptive Content.
  • Communicates quality assurance findings and provides direction on corrections needed before digitized files are accepted as official records.
• Records Support
  • Provides general HR Records support based on operational needs and project workload, including filing, records organization, and other records-related activities.
  • Handles sensitive and confidential HR records in accordance with established records management procedures and protocols.
  • Performs other duties as assigned.

Requirements

• Thorough knowledge of administrative procedures and processes, including word processing, database, and records management applications, and proficiency with spreadsheets, including formulas, pivot tables, and other functions used to track, analyze, and report data.
• Ability to accurately process, organize, track, and quality check large volumes of records and related data in a timely manner.
• Strong interpersonal skills and ability to communicate quality assurance findings and provide procedural guidance to staff and project partners on records digitization processes.
• Demonstrated attention to detail and ability to identify discrepancies in records, data, and digitized files.
• Strong verbal and written communication, active listening, critical thinking, organizational, and time management skills.
• Ability to handle sensitive and confidential records and information in accordance with established procedures and protocols.

Qualifications

High School diploma and/or equivalent experience/training.

Pay

The budgeted hourly range that the University reasonably expects to pay for this position is $30.58 (Step 1) - $32.01 (Step 3). Salary offers are determined based on final candidate qualifications and experience.

Schedule

This is a non-exempt, bi-weekly paid, full-time, 6-month limited (temporary) position.

Benefits

This position is eligible for UC benefits. For information on the comprehensive benefits package offered by the University, please visit the University of California's Compensation & Benefits website.

Remote Work

This position is eligible for up to 4 days/week remote work within the United States. Exact arrangements are determined in partnership with your supervisor to meet role responsibilities and department needs and are subject to change.

Additional Information

• This is not a visa opportunity. This position does not include sponsorship of a new consular H-1B visa petition.
• This position is governed by the terms and conditions in the agreement for the Clerical & Allied Services Unit (CX) between the University of California and Teamsters Local 2010. The current bargaining agreement manual can be found here.
• This is a designated position requiring fingerprinting and a background check due to the nature of the job responsibilities. Berkeley hires people with conviction histories and reviews information received in the context of the job responsibilities.
• This position has been identified as a Mandated Reporter required to report the observed or suspected abuse or neglect of children, dependent adults, or elders to designated law enforcement or social service agencies.
• As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions involving misconduct within the last seven years.