Records Management Specialist

About the role

The University Libraries foster innovation, creativity, and imagination by facilitating and preserving access to scholarship and information, providing expert consultation in the research process, and actively teaching the effective and critical use of information. Within the Office of the Dean of Libraries and University Librarian, the Administrative Services division, led by the Associate Dean for Administration, advances the University Libraries' goals and plan by fulfilling a broad range of administrative functions for the University Libraries (on the Fairfax, Mason Square, and Science & Technology campuses), including: direction for and support of a holistic human resources program; oversight and coordination of the Libraries’ budgets (E&G, grants and Foundation); execution of fiscal and related business management services; management of facilities-related activities; coordination of communications, grants, and marketing programs; and overseeing the planning and management of the University Records Management program.

Responsibilities

• Implements and maintains records retention, access, and disposition schedules by applying knowledge of the Virginia Public Records Act, the Library of Virginia’s retention and disposition schedules, and in compliance with University Policy 1102: Records Management;
• Oversees the secure transfer, storage, and destruction of analog and electronic records, ensuring proper documentation of all activities;
• Interprets and follows general and specific national and international standards, principles, and best practices in records management for both analog and electronic records regulations and standards established by George Mason University, the Commonwealth of Virginia, and all federal laws such as the Freedom of Information Act (FOIA), the Health Insurance Portability and Accountability Act (HIPAA), and the Family Educational Rights and Privacy Act (FERPA), while advising University offices/units and appraising University records;
• Provides input into formulating new and enhancing policies and procedures for improving workflow processes and participates in updating unit, department, functional area procedure, and policy manuals and other written documentation, instructional materials, web-based guides, etc.;
• Compiles and maintains accurate records and statistics related to records management duties;
• Supports the administration and maintenance of electronic records management systems by ensuring the accurate classification, indexing, retrieval, preservation, and disposition of digital records throughout their lifecycle;
• Assists University departments with implementing electronic records management best practices, including digital storage standards, metadata requirements, data security measures, and compliance with institutional and legal retention requirements for electronically stored information (ESI).

Education, Training, and Outreach

• Collaborates with the URO and University departments, including ITS, Compliance, University Counsel, etc., to ensure the records management program aligns with institutional needs and security requirements, and promotes increased and improved implementation of records management processes on a university-wide scale through enhanced technology tools, communication, and partnerships;
• Develops instruction materials, quick reference guides, and other resources for staff;
• Assists the larger University Records Management program with outreach work.

University Records Center Management

• Serves as a lead in managing the onsite warehouse, including organizing regularly-scheduled shreds, distribution of boxes, and communication with departments for pickups and deliveries;
• Manages the workload of staff working in the warehouse;
• Collaborates with the URO in communication with and direction of George Mason department Records Coordinators;
• Works with the URO in ensuring third-party deliveries and pickups and assists in regularly addressing issues and questions, including communications with other third-party vendors;
• Ensures the professionalism of the University Records Management program by establishing clear protocols and expectations for wage and student staff in their work with University community members.

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;
• Able to support the development and implementation of records management processes, workflows, and user guidance within Microsoft 365 platforms;
• Able to structure, organize, and maintain large volumes of electronic files efficiently;
• Able to communicate effectively with technical and non-technical stakeholders regarding electronic records management practices and requirements;
• Able 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;
• Able 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;
• 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 https://universitypolicy.gmu.edu/policies/vehicle-use/. 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.