Electronic Records Manager

National Museum of Wildlife Art; Los Angeles (CA); On-site; USD 90,000 - 130,000; Full time

Job summary

Getty Research Institute seeks a limited-term Electronic Records Manager to lead a discovery-phase project developing an enterprise-wide electronic records management program. You will coordinate stakeholder input, analyze current practices, and translate findings into requirements and a roadmap for a future ERM effort.

The role emphasizes policy development, risk assessment, and durable documentation, with the ability to manage timelines and collaborate across divisions.

Qualifications

• Master's degree in library science, archival administration, or information technology or five years work experience in related field.
• Five years professional experience managing electronic records or digital content.
• Certified Archivist or Certified Records Manager designation desirable.
• This is a one-year, limited-term position focused on completing a defined discovery project to inform future electronic records management efforts.
• Note: Applicants must have authorization to work for Getty in the United States without sponsorship.

Responsibilities

• Plan and execute a structured enterprise-wide electronic records management discovery effort.
• Engage stakeholders across the organization to document roles, responsibilities, and data flows; identify and document existing systems and workflows; identify gaps; and evaluate needs for managing electronic records.
• Identify and document organizational risks, gaps, and compliance considerations related to electronic records.
• Create and manage the project plan, scope, timeline, and deliverables for the discovery phase.
• Develop policies, procedures, standards, and manuals in accordance with program objectives and goals.
• Assist with the development of records retention and disposition schedules.
• Design and implement communication plans for the project team, senior leadership, users, and other stakeholders.
• Proactively manage potential project risks/difficulties and design mitigation strategies.
• Define business and functional requirements for a viable enterprise-wide ERM program.
• Analyze findings and develop recommendations, including options and priorities.
• Produce a final report and roadmap.
• May plan, assign, and/or supervise the work of others.
• Assist with other projects as needed.

Skills

Records management

Stakeholder engagement

Project management

Requirements gathering

Analytical thinking

Written communication

Education

Master's degree in library science / archival administration / information technology

Five years professional experience in related field

Job description

Job Summary

Getty Research Institute's department of Institutional Records and Archives (IRA) seeks a limited-term Electronic Records Manager to lead a discovery-phase project focused on the development of an enterprise-wide electronic records management (ERM). The Electronic Records Manager will lead research and analysis efforts to identify present state practices, systems, strengths, and weaknesses, and to develop recommendations and requirements for a future ERM program.

Major Job Responsibilities

• Plan and execute a structured enterprise-wide electronic records management discovery effort
• Engage stakeholders across the organization to document roles, responsibilities, and data flows; identify and document existing systems and workflows; identify gaps; and evaluate needs for managing electronic records
• Identify and document organizational risks, gaps, and compliance considerations related to electronic records
• Create and manage the project plan, scope, timeline, and deliverables for the discovery phase
• Develop policies, procedures, standards, and manuals in accordance with program objectives and goals
• Assist with the development of records retention and disposition schedules
• Design and implement communication plans for the project team, senior leadership, users, and other stakeholders
• Proactively manage potential project risks/difficulties and design mitigation strategies
• Define business and functional requirements for a viable enterprise-wide ERM program
• Analyze findings and develop recommendations, including options and priorities
• Produce a final report and roadmap
• May plan, assign, and/or supervise the work of others
• Assist with other projects as needed

Qualifications

• Master's degree in library science, archival administration, or information technology or five years work experience in related field
• Five years professional experience managing electronic records or digital content
• Certified Archivist or Certified Records Manager designation desirable

This is a one-year, limited-term position focused on completing a defined discovery project to inform future electronic records management efforts.

Please note: This position is not eligible for employer-based immigration sponsorship. Applicants must have authorization to work for Getty in the United States without the need for sponsorship, currently or in the future.

Knowledge, Skills, and Abilities

• Expert level knowledge of records management principles and practices, archival standards and practices, and legal and ethical issues related to archives management
• Specialization in one or more areas of records and archives management, such as born-digital records; digitization; rights management; computer code languages/platforms; or other appropriate technologies or media management
• May require the ability to write code and use command line software – for example: SQL, Crystal reports, XSL or XSL-FO, etc.
• Advanced knowledge of the standards that govern archival description and management
• Specialized knowledge of records management principles, theories, best practices, and federal and state laws and regulations pertaining to the management of records
• Strong communication, collaboration, and client service skills, expressed both in both verbal and written forms
• Ability to establish, maintain, and foster positive and effective working relationships with most levels of staff and with external contacts
• Ability to independently resolve complex challenges diplomatically
• Ability to meet deadlines, apply policies and procedures consistently, conduct research, and present recommendations
• Ability to develop, apply, maintain, evaluate, and teach procedures and workflows
• Excellent project management skills
• Strong stakeholder engagement and facilitation skills
• Ability to conduct analysis, synthesize findings, and produce clear recommendations
• Ability to lift 40 lbs. repeatedly and work in warehouse as required; must be able to safely operate a pallet jack and/or forklift
• Ability to work at secondary sites