Records Analyst 3

Job Posting Title:

RIMS Records Analyst III

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Hiring Department:

Records and Information Management Services

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Exempt

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

Your skills will make a difference.

You’ll be working for a university that is internationally recognized for our academic programs and research. Your work will make a difference in the lives of university staff, thereby enhancing the student experience. If you’re the type of person that wants to know your work has meaning and impact, you’ll like working in our department and for UT Austin. UT Austin provides an outstanding benefits package including but not limited to:

• Competitive health benefits (employee premiums covered at 100%, family premiums at 50%)
• Voluntary Vision, Dental, Life, and Disability insurance options
• Generous paid vacation, sick time, and holidays
• Teachers Retirement System of Texas: a defined benefit retirement plan
• Additional Voluntary Retirement Programs: Tax Sheltered Annuity 403(b) and a Deferred Compensation program 457(b)
• Flexible spending account options for medical and childcare expenses
• Robust free training access through LinkedIn Learning plus professional conference opportunities
• Tuition assistance
• Expansive employee discount program including athletic tickets
• Free access to UT Austin's libraries and museums with staff ID card
• Free rides on all UT Shuttle and Austin CapMetro buses with staff ID card

For more details, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards

Must be authorized to work in the United States on an ongoing, full-time basis for any employer without sponsorship.

Purpose

Performs advanced (senior-level) records and information management work. Works under limited supervision of the Director of Records and Information Management Services, with considerable latitude for the use of initiative and independent judgment. Advises and assists University staff in compliance with records and information management laws, policies, and best practices, including the development of management strategies for electronic records, information, and data. Consults with University staff in virtual meetings and on-site consultations. In collaboration with the Director, develops and maintains the University records retention schedule, including organizing and coordinating recertification and amendment processes. Coordinates and conducts records management training for University staff. Creates and updates records management training content. Participates in the development and implementation of goals, objectives, policies, and priorities for the management of records. Oversees the completion and ongoing maintenance of records inventories created by University staff. Reviews the effectiveness of the University's record-keeping practices and records management systems and proposes recommendations for improvement. Develops records management program communications and resources. Reviews routine records disposition requests and coordinates with the University archives on the review and transfer of archival records. Maintains the official list of Departmental Records Management Contacts and works with University departments to assign new contacts when needed. May prepare administrative reports, studies, and specialized research projects.

Responsibilities

• Consults with University staff in virtual meetings and on-site consultations. On-site consultations may include evaluating physical records and making recommendations to University staff on strategies for cleanup or digital imaging projects. Consults on physical or digital records appraisal and disposal projects undertaken by the department. Uses professional judgment to escalate questions or consultation requests to the RIMS Director as needed.
• At the direction of the RIMS Director, completes recurring and special projects supporting records and information management at the University. In collaboration with the RIMS Director, develops and maintains the University records retention schedule, including organizing and coordinating recertification and amendment processes. Participates in the development and implementation of goals, objectives, policies, and priorities for the management of records. Reviews the effectiveness of the University's record-keeping practices and records management systems and proposes recommendations for improvement. May prepare administrative reports, studies, and specialized research projects.
• Advises and assists University staff in compliance with records and information management laws, policies, and best practices, including the development of management strategies for electronic records, information, and data. Responds to inquiries referred from the RIMS shared email account by the RIMS Administrative Associate. Monitors the RIMS shared email account when the RIMS Administrative Associate is unavailable.
• Oversees the completion and ongoing maintenance of records inventories created by University Departmental Records Management Contacts (DRMCs). Consolidates department-level inventories into a single University records inventory and makes updates as needed. Makes recommendations and escalates concerns to the RIMS Director based on inventories submitted by the DRMCs. Maintains the official list of DRMCs and works with University departments to assign new contacts when needed. Compiles reports on departmental records management compliance with HOP requirements.
• In collaboration with the RIMS Director, coordinates and conducts records management training for University staff. Presents records management training in person and via webinar at least quarterly. Creates and updates records management training content, including guidance documents, infographics, presentation materials, pre-recorded videos, and hands-on exercises. Develops records management program communications and resources in alignment with RIMS and University branding standards. Performs regular outreach with DRMCs, including developing communications and organizing informational events.
• Reviews routine records disposition requests and coordinates with the University archives on the review and transfer of archival records. Confirms that disposition requests reference the appropriate records series and that disposition eligibility has been correctly calculated before routing for final approval. Meets with the University Archivist monthly to discuss outstanding archival transfer or review requests.
• Other duties as assigned. Includes professional development to stay up-to-date on records and information management trends.

Required Qualifications

• Bachelor’s degree in field related to the work to be performed.
• Minimum three years of experience in records management policies and best practices, providing training on records management topics, and reviewing physical and electronic records to determine records classification and disposition eligibility.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Certified Records Analyst (CRA)

Salary Range

$42,244 + depending on qualifications

Working Conditions

• Standard office environment.
• Position will work remotely on days that do not require on-campus activities at the discretion of the RIMS Director.

Work Shift

• Monday - Friday 8:00 AM - 5:00 PM

Required Materials

• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded.  Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

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Retirement Plan Eligibility:

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

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Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

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Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form.  You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States.  Documents need to be presented no later than the third day of employment.  Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• Right to Work Poster (Spanish) [PDF]

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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.