Facilities Information and Document Management Specialist - Facilities Information Resources

South African Airways; Champaign (IL); On-site; USD 60,000 - 77,500; Full time

Benefits offered by this job

Health insurance

Dental & Vision coverage

Retirement plan

Paid time off

Job summary

University of Illinois Urbana-Champaign is seeking a Facilities Information and Document Management Specialist to oversee the Records & Information Management Center (RIMC) within Facilities Information Resources. The role focuses on managing both physical and digital materials, ensuring accessibility, and supporting stakeholders across Facilities & Services.

The position requires a library/information science background, archival experience, and strong leadership to drive digitization and

Qualifications

• Bachelor’s degree in Library & Information Science, Information Management or a related field.
• Two years (24 months) of education, training and/or work experience in reference desk and applied services.
• Experience working with digital and/or physical archives.
• Experience assessing and accessioning library and/or archival material.

Responsibilities

• Manage the Records & Information Management Center (RIMC) in FIR for F&S.
• Lead development and administration of RIMC programs and budgets as needed.
• Supervise staff functions and recruit/train team members.
• Set and interpret operating policies for the RIMC; manage security of information.
• Provide RIMC reports, analysis, and data for administration.
• Coordinate with campus and university departments as the point of contact for RIMC.

Skills

Customer service

Time management

Written & verbal communication

Data management

Database architecture

Education

Bachelor’s degree in Library & Information Science or related field

Master’s degree in Library & Information Science or data management

Job description

Facilities Information and Document Management Specialist - Facilities Information Resources

Facilities & Services

University of Illinois at Urbana-Champaign

Under general supervision of the Facilities Information Management Coordinator this position is responsible for managing the Records & Information Management Center (RIMC) in Facilities Information Resources (FIR) in support of Facilities & Services (F&S) at the University of Illinois, Urbana Campus. The Facilities Information and Document Management Specialist is responsible for the effective and efficient management of documents and information related to the University of Illinois built environment, and effectively addressing the needs of F&S, campus, and other stakeholders.

Duties & Responsibilities

• Responsible for implementing RIMC priorities, setting goals and objectives for supporting team members in the ongoing process of managing physical and digital materials acquisition, classification, organization, use, maintenance and access for the RIMC, including (but not limited to) regular accessioning of completed project documentation, maintaining industry codes and standards reference materials, and increasing the digital accessibility of the various RIMC collections.
• Provide leadership for the development, administration of RIMC and related special projects, responsible for assessing records management unit needs, and advising the Facilities Information Management Coordinator for budget preparation as required. Assist F&S, University personnel, contracted entities, researchers and others with reference/research inquiries.
• Responsible for management of resources, determination and supervision of supporting staff functions; coordinates the recruitment, training and management of work assigned to supporting staff members.
• Sets and interprets operating policies and processes for the RIMC; reviews, initiates programs and operations; establishes policies relating to utilization of office resources; understands and manages sensitivity and security issues surrounding information management.
• Participates in departmental objectives and long-range planning.
• Provides RIMC reports, analysis, data and information for administrative purposes.
• Responsible for direct supervision of the RIMC within the department.
• Acts as point of contact with campus, agency and university departments related to RIMC in Facilities Information Resources, Facilities and Services.
• Assume appropriate related additional duties to further the mission of the unit.

Physical Demands and Working Conditions

1. Ability to remain in a stationary or active position (standing or sitting) for extended periods as required by the position. Ability to lift 50lb boxes, and manipulate fragile, large format objects.
2. Occasional visits to unconditioned or dusty non-office environments (such as basements, storage rooms, or storage facilities) are necessary.

Minimum Qualifications

1. Bachelor’s degree in Library & Information Science, Information Management or a related field.
2. A total of two (2) year (24 months) in education, training and/or work experience in reference desk and used services.
3. Experience working with digital and/or physical archives.
4. Experience assessing and accessioning library and/or archival material.

Preferred Qualifications

• Master’s degree in Library & Information Science or comparable data management field.
• Experience managing large physical and digital collections.
• Experience managing large scale digitization projects and processes.
• One or more years experience in architectural, engineering, construction management, facilities management, library, legal records management, and archival.
• Demonstrated experience understanding the needs of both users and data managers.
• Experience serving various user groups.
• Experience cataloging, indexing, thesauri use and creation.
• Experience with state approved records retention schedules.

Knowledge, Skills and Abilities

• Highly customer service oriented.
• Working knowledge of physical and digital data management best practices.
• Working knowledge of database architecture.
• Solid knowledge of Microsoft Office and Adobe products.
• Solid organizational skills.
• Solid analytical skills.
• Solid time management skills, with an ability to identify and focus on priorities.
• Solid written and oral communication.
• Ability to explain complicated or unfamiliar concepts in a clear manner.
• Both detail and high level oriented.
• Ability to work across teams for information/data sharing and collaboration.
• Knowledge of database design and function.
• Knowledge of facilities related records (i.e. plans, specifications, shop drawings, O&M manuals etc.).
• Ability to triage urgent records requests and prioritize workload.
• Ability to work in an environment that involves critically assessing, organizing, managing and using constantly changing, complex, and numerous types of data, while meeting multiple deadlines.

Appointment Information

This is a 100% full-time Civil Service 5002 - Program Coordinator position, appointed on a 12-month basis. The expected start date is as soon as possible after 9/14/2026. The salary range for this position is $60,000-$77,500. We strive to provide a competitive salary, consider factors such as available market data, internal equity, candidate qualifications, and budget constraints. Final salary is competitive and commensurate with qualifications and experience, while also considering internal equity.

This position is not eligible for any type of sponsorship for work authorization.

For more information on Civil Service classifications, please visit the SUCSS web site at www.sucss.illinois.gov/pages/classspec/default.aspx

At the University of Illinois Urbana-Champaign - the state’s flagship public university and one of the world’s leading research institutions - every staff member helps shape what’s next . Founded in 1867, Illinois is home to a vibrant community of 59,000 students from all 50 states and 129 countries, supported by 15 colleges and instructional units, more than 20 research institutes, and one of the most comprehensive student service ecosystems in the nation. Whether you’re empowering first-generation students, fueling breakthrough innovation, or strengthening communities across Illinois and beyond, your work here has a far-reaching and deeply meaningful impact. The university offers a highly competitive benefits package designed to support your well-being, growth, and financial security. Join a top 10 public university that has launched over 330 startups and continues to redefine excellence where the Illinois Value Proposition ensures that your contributions are recognized, your potential is nurtured, and your career can thrive.

Champaign-Urbana

Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position; however, all employment decisions will be made by a person.

This position is intended to be eligible for benefits.

• Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents.

The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify.

Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Accommodations may also be requested on the basis of pregnancy, childbirth, and related conditions, or religion. Requests may be submitted through the reasonable accommodation portal, or by contacting the Office for Access & Equity at 217-333-0885, option #1, or [e-mail] .

Requisition ID: 1037046
Job Category: Professional and Administrative
Apply at: jobs.illinois.edu