Director, Records Management

Cuyahoga Community College; Cleveland (OH); On-site; USD 80,000 - 90,000; Full time

Job summary

Cuyahoga Community College is seeking an experienced Records Management leader to analyze college-wide needs and guide the lifecycle of records from creation to destruction. You will supervise staff, manage budgets, and implement policy-driven retention schedules to ensure compliance with laws and college procedures.

Advanced knowledge of records management technologies and collaboration with IT and Risk Management will be essential to protect vital records and support campus operations.

Qualifications

• Minimum five years of progressively responsible higher education experience.
• Demonstrated experience with related records management technologies.
• Demonstrated experience supervising, planning, assigning, scheduling, and ensuring the quality of the work of others.
• Demonstrated experience forecasting, planning, maintaining, preparing, and monitoring a business area’s budget.
• Demonstrated experience effectively making decisions that have major implications on the strategy, management, and operations within a department.
• Demonstrated experience requiring varying problem-solving methods in a variety of situations.

Responsibilities

• Directs the records retention activities for the College.
• Leads audits of information created and stored within the College.
• Maintains current knowledge of applicable laws and regulations in records retention, dissemination, access, storage, and disposal of obsolete records.
• Ensures records management activities are conducted in accordance with established College policies and procedures.
• Supervises, coaches, and assesses the performance of assigned staff.
• Serves as the department’s Budget Unit Leader.
• Colaborates with IT Systems on storage options and applications.
• Develops and maintains a master schedule and database for control and retrieval of records.
• Protects the confidentiality of records.
• Responds to inquiries regarding records administration and public records requests.
• Develops and generates reports for management.
• Coordinates user training for records management software.
• Performs other duties as assigned.

Skills

Records management knowledge

Organizational skills

Communication skills

MS Outlook/Word/Excel

Education

Master’s degree in library or information science

Academy of Certified Archivists Certification

Experience with Banner System (or equivalent)

Tools

Banner System

Microsoft Office Suite

Job description

Reports To: Pres, Corp College/Sr. Advisor

Recruitment Type: External/Internal

Requisition ID:req7402

Employment Type: Full-Time Support Staff

Union Position: Non-Union

Work Schedule: Standard College Hours: M-F, 8:30am-5pm

Number of Openings: 1

Job Description

SUMMARY

Works with departments across the College to analyze their needsand provide guidance in the total life cycle of records including the set upand maintenance of both manual and automated records systems, classification,retention and storage of records, and preparation of records for destruction.

ESSENTIALFUNCTIONS

• Directs the records retention activities for the College.
• Leads audits of information created and stored within the College.
• Maintains current knowledge of applicable laws and regulations in the areas of records retention, dissemination, access, storage, and disposal of obsolete records.
• Ensures records management activities are conducted in accordance with established College policies and procedures, Ohio Public
• Records Act, and applicable laws and regulations.
• Supervises, coaches, and assesses the performance of assigned staff.
• Serves as the department’s Budget Unit Leader
• Continually evaluates new methods, techniques, and state-of-the-art automated technologies to enhance records maintenance
• and makes recommendations for implementation at the College.
• Collaborates with the Information Technology Systems department regarding the use of electronic storage options and the implementation of records management applications.
• Evaluates and recommends purchases of records management equipment.
• Leads the development, implementation and enforcement of policies and procedures related to the College Records retention schedules and coordinates with the College's Records Administration Committee
• Collaborates with Risk Management to ensure the College's vital records protection and disaster contingency plans are up to date for effective response to events which threaten loss of data or physical destruction of records.
• Monitors environmental conditions of storage areas in order to determine potential threats to permanent records and other records in storage.
• Works with the Procurement Department regarding management of associated contracts
• Develops and maintains a master schedule and database for the control and retrieval of all College's records including but not limited to lifecycle and retention periods, formats, access security, etc.
• Develops and maintains a database or glossary of official terminologies and expressions meaningful to the business of the College.
• Facilitates the transfer of records into storage by advising departments of retention periods for their records, reviewing inventories, and arranging for the physical pack-up and transfer of records.
• Protects the confidentiality of records in the custody of the records management process.
• Responds to inquiries regarding records administration and provides timely responses to information requests, including public records requests.
• Works with Legal as appropriate and may represent the College in legal proceedings.
• Develops and generates reports for management.
• Provides training to promote records management and information security to all employees, including records management program training.
• Coordinates user training for associated records management software
• Performs other duties as assigned.

REQUIRED QUALIFICATIONS

EDUCATIONAND EXPERIENCE/TRAINING

• Significant related experience may substitute for education.
• Minimum of five years of progressively responsible higher education experience
• Demonstrated experience with related records management technologies.
• Demonstrated experience supervising, planning, assigning, scheduling, and ensuring the quality of the work of others.
• Demonstrated experience forecasting, planning, maintaining, preparing, and monitoring a business area’s budget.
• Demonstrated experience effectively making decisions that have major implications on the strategy, management, and operations within a department.
• Demonstrated experience requiring varying problem-solving methods in a variety of situations.

KNOWLEDGE,SKILLS, and ABILITIES

• Possess comprehensive knowledge of Records Management theories, concepts, and practices with the ability to apply in complex, difficult and/or unprecedented situations as it pertains to the departmental focus.
• Possess strong organizational and time-management skills.
• Possess excellent written, verbal, and interpersonal communication skills.
• Possess knowledge of applicable laws, statutes, rules, and policies governing the archiving and retention of public records.
• Possess familiarity with electronic discovery and litigation.
• Ability to foster a team environment and work collaboratively.
• Ability to research and analyze issues and develop solutions.
• Ability to manage multiple projects simultaneously in a deadline-driven environment.
• Ability to effectively complete work assignments independently
• Ability to work accurately with great attention to detail.
• Possess excellent customer service skills and proven ability to develop and sustain productive customer relationships.
• Demonstrated intermediate project management and planning skills.
• Demonstrated intermediate proficiency with Microsoft Outlook, Word, and Excel
• Ability to confidentially and discreetly handle subject matters requiring privacy and sensitivity.
• Ability to develop and maintain relationships with key contacts to enhance workflow and quality.
• Possess sensitivity to appropriately respond to the needs of students and the community.

COMPETENCIES

CRITICALCOMPETENCIES

• Service Focus
• Communication
• Quality of Work

PREFERRED QUALIFICATIONS

EDUCATION ANDEXPERIENCE/TRAINING

• Master’s degree in library or information science
• Academy of Certified Archivists Certification
• Demonstrated experience with the Banner System (or equivalent)

PHYSICAL DEMANDS/WORKING CONDITIONS

(The demands described here are representative ofthose that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enableindividuals with disabilities to perform the essential functions.)

• The work is performed in a normal, professional office environment.
• The work area is adequately lighted, heated, and ventilated.
• Typically, the employee may sit comfortably to perform the duties of the job and will perform repetitive motions with hands/fingers using a computer mouse and keyboard to type. However, there may be some walking; standing; bending; and carrying of items approximately 20 – 30 lbs.
• Work may also require walking and standing in conjunction with travel to and attendance at meetings and conferences away from the worksite.

Target Starting Salary Range: $80,000 to $90,000

The final offer for the successful candidate is targeted to fall within this range but will be based upon an assessment of internal equity, the unit’s available budget, and the candidate’s qualifications in relation to the minimum and/or preferred job requirement(s).

Special Note:

If hired, you must reside in the state of Ohio and be within commuting distance of this work location/campus to respond to onsite work demands upon the employment start date and throughout the duration of your employment with the College, as outlined in 3354:1-40-01.1 Recruitment and Selection Procedure .

Equal Opportunity Statement:

Cuyahoga Community College is committed to attaining excellence through the recruitment and retention of a qualified workforce. Cuyahoga Community College is an equal employment/educational opportunity institution.