Assistant Records Access Specialist

Stony Brook University; Stony Brook (NY); On-site; USD 50,000 - 75,000; Full time

Job summary

Stony Brook University is seeking an Assistant Records Access Specialist to manage complex records requests and ensure compliance with FOIL. The role requires a Bachelor’s degree and relevant experience in data management and communication within a higher education environment. Successful candidates will possess strong organizational skills and a commitment to confidentiality and professionalism.

Qualifications

• Two years experience in business or legal environments required.
• Experience with ERP systems (e.g., PeopleSoft) preferred.
• Knowledge of FOIL and privacy laws is beneficial.

Responsibilities

• Assist in managing complex FOIL requests from the public.
• Collaborate with departmental record custodians.
• Prepare written responses and monitor FOIL workload.

Skills

Data analysis

Communication

Interpersonal skills

Organizational skills

Education

Bachelor’s degree

Tools

Business intelligence tools

Microsoft Office Suite

Google applications

Adobe Acrobat Pro

Legal databases

Job description

Job Description - Assistant Records Access Specialist (2502104)

Assistant Records Access Specialist

Required Qualifications (as evidenced by an attached resume):
Bachelor’s degree (foreign equivalent or higher). Two (2) years of directly related, full-time experience in a business, legal or similar environment, to include advanced data search, extraction, analysis, and reporting capabilities. Experience with business intelligence tools for reporting and data extraction (e.g. Tableau, Power BI, PeopleSoft, Workday, etc). Experience with ERP systems (e.g. PeopleSoft, Oracle, Workday, etc.) including the ability to develop queries. Experience with Microsoft Office Suite, Google applications and/or Adobe Acrobat Pro, to include advanced spreadsheet skills.

Preferred Qualifications:
Paralegal certificate from an American Bar Association (ABA) approved program or a law degree. Experience with the administration of FOIL, including knowledge of exempt materials and disclosure requirements. Experience with legal databases and research tools (e.g. LexisNexis). Professional experience working in higher education administration. Experience with federal and state data protection and privacy laws (such as FERPA, HIPAA and PPPL). Experience with NYS and SUNY records retention and disposition policies.

Brief Description of Duties:
The incumbent in this position will assist the University’s Records Access Officer (RAO) with management and timely response to a high volume of complex requests from members of the public (i.e., New York State Freedom of Information Law (FOIL) requests) with the highest degree of professionalism, and discretion in the handling of material which may be privileged or confidential. Excellent writing, interpersonal, and cross-functional communication skills are essential for effective collaboration, both independently and with diverse internal and external stakeholders. Incumbent must have organizational skills with the ability to prioritize tasks, manage multiple assignments, and meet deadlines in a high-volume environment.

• Coordinate, prioritize and reply to complex requests for records from external entities and individuals.
• Work collaboratively with departmental record custodians and within the team on the retrieval and review of records to ensure that responsive records are provided in accordance with established requirements, that statutory exemptions are properly applied and that the basis for each determination is understood.
• Prepare appropriate written responses and communicate on behalf of the RAO with requesters and other entities regarding FOIL matters.
• Assist the RAO in the event of appeals of FOIL determinations.
• Utilize business intelligence and querying tools to extract and analyze data responsive to records requests and document the methods used.
• Consult with record custodians for necessary record extractions.
• Conduct legal research on case law and advisory opinions applicable to record requests.May consult with counsel where appropriate. Monitor changes to state and federal laws and regulations surrounding FOIL.
• Continuously monitor FOIL workload, follow up on requests that are approaching their due date and keep the RAO informed of status. Prepare and maintain activity reports on FOIL workload and status of requests.
• Support the University's records management activities, including consulting with the record custodians in campus departments concerning records retention and disposition schedules, policies and standards, working with the University Archives concerning the handling of and access to historical records and educating the campus community on records management.
• Other duties or projects as assigned as appropriate to rank and departmental mission.

Special Notes:
This is a Management Confidential position. This is a full time appointment. FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Minimum salary threshold must be met to maintain FLSA exemption.

For this position, we are unable to sponsor candidates for work visas.

Resume/CV and cover letter should be included with the online application.

Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning, and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.

If you need a disability-related accommodation, please call the university Office of Equity and Access (OEA) at [phone] or visit OEA .

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Job Number:

Job Number:

2502104

Official Job Title : Assistant for University Financial Analysis

Job Field

Job Field

: Administrative & Professional (non-Clinical)

Primary Location

Department/Hiring Area : Audit & Management Advisory Services

Schedule

Schedule

: Full-time

Shift

: Day Shift Shift Hours : 8:30 a.m. - 5:00 p.m.