APPLICATION INSTRUCTIONS:
CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please login to Workday to complete the internal application process. Please do not apply here, apply internally through Workday.
CURRENT PENN STATE STUDENT (not employed previously at the university) and seeking employment with Penn State, please login to Workday to complete the student application process. Please do not apply here, apply internally through Workday.
Approval of remote and hybrid work is not guaranteed regardless of work location. For additional information on remote work at Penn State, see Notice to Out of State Applicants.
POSITION SPECIFICS
The Pennsylvania State University Libraries seek applications for the position of University Records Management Officer. This position will be responsible for leading the Office of Records Management and the University’s records management initiatives.
Working closely with the University Archivist, the University Records Management Officer will establish, evaluate, apply, and update university records retention policies to support the transfer of records to the University Archives.
This position will also advise academic and administrative departments at all campuses on the appropriate retention and disposition of records.
Responsibilities include but are not limited to:
Supervise personnel and direct the operations of the Office of Records Management, which includes the Records Center. Set programmatic goals, develop multi-year strategic plan for the team, and manage projects to advance records management services. Lead the hiring, training, and performance management of staff.
Maintain and update Policy AD35: University Archives and Records Management in partnership with key administrative stakeholders. Assist in the development of university-wide policies and procedures that have records management/compliance implications.
Chair the University’s Records Management Advisory Committee which approves updates to records retention schedules and advises on records management projects and system implementations.
Lead and contribute to the Office’s efforts to build relationships across all campuses to promote records management and facilitate university-wide awareness in the proper handling and retention of electronic and paper university records. This includes working with internal units to create marketing materials and communication.
Lead and contribute to the Office’s online and in-person training programs and documentation efforts. Facilitate meetings and networking for staff assigned as Records Management Liaisons which include organizing an annual conference geared toward educating Records Management Liaisons and other Penn State University faculty and staff.
Consult with departments to identify and implement information lifecycle management best practices for IT systems used for creating, storing, and utilizing electronic and paper university records.
Assist in IT projects related to system implementation or software decommissioning that have relevant electronic records to enable compliant archival transfer and disposition.
Serve on University-level and Libraries committees and task forces, as appropriate.
Some of the key stakeholders the University Records Management Officer will partner with to maintain and update Policy AD35 include the Office of General Counsel, Risk Management, Information Security, Internal Audit, and Human Resources.
Qualifications:
Required Qualifications:
Familiarity and experience with current trends and practices for records management, legal requirements for records, and inactive records management
Experience facilitating training programs and workshops
Experience with electronic records and information management practices, strategies, and systems
Preferred Qualifications (one or more):
Master of Library and Information Science, Masters of Archives and Records Management, or a relevant advance degree
Familiarity with issues involving information security
Experience with handling confidential information and compliance with privacy rights
Experience leading a program and managing an oversight committee
Experience mentoring and developing skillset for direct reports
Familiarity with DocFinity and Microsoft SharePoint
Familiarity and experience with working in Higher Education or Academic Research Libraries
Experience managing budgets
Effective interpersonal and organizational skills, providing timely updates and completion of projects, team leadership and collaborative work abilities, and proficient written and oral communication are also key qualities.
Important Note: You must be a U.S. citizen to apply.
MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS
Bachelor's Degree
10+ years of relevant experience, includes 3+ years of supervisory experience; or an equivalent combination of education and experience accepted
Required Certifications:
None
Applicants must be able to obtain the Certified Records Manager (CRM) or Information Governance Professional (IGP) certification within two years of their start date.
Important Application Instructions:
Applicants must submit a cover letter addressing their interest and relevant experience, in addition to a resume.
Additional Information:
The University Records Management Officer reports to the Senior Director for Administrative & Financial Services and will work at Penn State’s University Park campus.
The Pennsylvania State University Libraries is supportive of flexible work arrangements when aligned with the ability to meet the needs of the unit and the essential duties of the position. Questions related to flexible work should be directed to the hiring manager during the interview process.
BACKGROUND CHECKS/CLEARANCES
Employment with the University will require successful completion of background check(s) in accordance with University policies.Penn State does not sponsor or take over sponsorship of a staff employment Visa. Applicants must be authorized to work in the U.S.
SALARY & BENEFITS
The salary range for this position, including all possible grades, is $68,200.00 - $102,300.00.
Salary Structure - Information on Penn State's salary structure
Penn State provides a competitive benefits package for full-time employees designed to support both personal and professional well-being. In addition to comprehensive medical, dental, and vision coverage, employees enjoy robust retirement plans and substantial paid time off which includes holidays, vacation and sick time. One of the standout benefits is the generous 75% tuition discount, available to employees as well as eligible spouses and children. For more detailed information, please visit our Benefits Page.
CAMPUS SECURITY CRIME STATISTICS
Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act and the Pennsylvania Act of 1988, Penn State publishes a combined Annual Security and Annual Fire Safety Report (ASR). The ASR includes crime statistics and institutional policies concerning campus security, such as those concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. The ASR is available for review here.
EEO IS THE LAW
Penn State is an equal opportunity employer and is committed to providing employment opportunities to all qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. If you are unable to use our online application process due to an impairment or disability, please contact 814-865-1473.
Penn State is committed to and accountable for advancing equity, respect, and belonging. We embrace individual uniqueness, as well as a culture of belonging that supports equity initiatives, leverages the educational and institutional benefits of inclusion in society, and provides opportunities for engagement intended to help all members of the community thrive. We value belonging as a core strength and an essential element of the university’s teaching, research, and service mission.
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