Policy and Records Officer, Office of Audit and Compliance - UT System Administration

University of Tennessee System; Knoxville (TN); On-site; USD 90,000 - 105,000; Full time

Benefits offered by this job

Healthcare benefits

Tuition benefits

Retirement plan

Professional development opportunities

Job summary

The University of Tennessee System is seeking a Policy Officer and Records Officer to lead policy development, governance, and records management across campuses. The role collaborates with General Counsel, Privacy, and Treasurer to ensure compliance with laws, regulations, and accreditation standards.

Responsibilities include coordinating policy review, training, and information governance, while guiding campus departments on records retention and public records requirements.

Qualifications

• Bachelor's degree with five years of policy writing, implementation and regulatory interpretation experience.
• Three years of experience in higher education compliance.

Responsibilities

• Policy development, review, implementation and lifecycle management of university policies.
• Provide compliance support across federal, state, and institutional regulations.

Skills

Policy development

Policy analysis

Stakeholder engagement

Communication

Change management

Governance

Education

Bachelor's degree in a relevant field

Juris Doctor (JD) preferred

Master's or Doctoral degree preferred

Job description

Job Description

This position will serve as the Policy Officer and the Records Officer. The Policy Officer manages the development, review, implementation, and maintenance of institutional policies and related procedures. This position collaborates with campus stakeholders, the Office of General Counsel, and Division of Communication and Marketing to promote policy compliance, support governance processes, and ensure institutional policies align with applicable laws, regulations, accreditation standards, and strategic objectives. Serving as the Records Officer, this role oversees the University’s records management program to ensure institutional records are created, maintained, retained, and disposed of in accordance with applicable laws, regulations, accreditation standards, and university policies. The position provides guidance to campus departments on records governance, retention requirements, information lifecycle management, and compliance with public records and privacy requirements. This role reports to the Executive Director of Institutional Compliance, and coordinates activities closely with the Office of General Counsel, the Director of Privacy, and the Treasurer.

Responsibilities

Responsibilities include but not limited to:

Policy Development and Management

• Coordinate the timely development, revision, review, and retirement of university policies and associated procedures.
• Facilitate policy review processes involving academic and administrative stakeholders.
• Ensure policies are written in a clear, consistent, and accessible format.
• Maintain the university's policy framework and policy lifecycle management processes.
• Monitor policy review schedules and ensure timely updates.
• Ensure alignment between system policies and campus policies.

Compliance and Regulatory Support

• Coordinate with Institutional Compliance to understand federal, state, and institutional regulations affecting university operations.
• Assess policy implications of new legislation, regulatory changes, and accreditation requirements.
• Collaborate with subject matter experts to understand policy needs.
• Identify policy gaps and recommend corrective actions.
• Support institutional compliance initiatives and risk mitigation efforts.

Governance and Stakeholder Engagement

• Serve as a liaison between policy owners, university leadership, and governance bodies.
• Coordinate policy review committees and governance workflows.
• Facilitate stakeholder feedback and consensus-building during policy development.
• Prepare policy recommendations and briefing materials for executive leadership.

Policy Communication and Training

• Develop communications regarding new and revised policies.
• Routinely review the University’s policy website for accuracy and assist with improvements to functionality.
• Create guidance documents, FAQs, and educational materials.
• Conduct training sessions and workshops on policy requirements and best practices.
• Promote awareness and understanding of institutional policies across campus.

Other Duties

• Administer and maintain the university's records management program, including records retention schedules, records inventories, disposition processes, and records governance standards.
• Monitor institutional compliance with records management policies and legal requirements; conduct assessments, provide guidance to departments, and coordinate corrective actions to address identified deficiencies.
• Provide training, consultation, and support to faculty, staff, and administrators regarding records creation, retention, storage, access, disposition, public records requests, and information governance best practices.

Qualifications

Successful candidate will have Bachelor's degree with five years of policy writing, implementation and regulatory interpretation experience with three years of experience in higher education compliance.

Knowledge, Skills, And Abilities (KSAs) Required

• Ability to translate complex regulations and procedural needs into clear recommendations for policy and process development.
• Demonstrated ability to facilitate difficult conversations, build consensus, and constructively challenge assumptions.
• Knowledge of higher education governance frameworks, internal controls, compliance, data governance, and records management practices.
• Understanding of the distinctive governance, academic, research, regulatory, and stakeholder environment of public higher education.
• Strong change-management and relationship skills across decentralized organizations.
• Exceptional skills in written and verbal communications and interpersonal relationships; exceptional listening skills

Preferred Qualifications

• Master's degree or Doctoral Degree (Juris Doctor).
• Certified Records Manager.
• Five years of experience in policy development and/or records and information management.
• Seven years of experience in higher education operations.

Preferred Knowledge, Skills, And Abilities

• Skilled in delivering public presentations to internal and external audiences
• Ability to create effective training materials for broad use
• Strong written communication skills
• Self-motivation with the ability to work independently
• Ability to interpret federal and state compliance requirements

Benefits And Compensation

Compensation for the position is budged for$90,000 to $105,000. With a preferred Juris Doctor $105,000 to $130,000.

The University offers a comprehensive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits and much more. Additionally, Tennessee residents do not pay a state income tax. For more information on the University of Tennessee's benefits, visit https://hr.tennessee.edu/benefits/

About Us

The University of Tennessee System is the state’s oldest higher education institution and preeminent public university. The UT System is comprised of campuses at Knoxville, Chattanooga, Pulaski and Martin; the Health Science Center at Memphis; and the statewide Institute of Agriculture and Institute for Public Service. With a presence in each of Tennessee’s 95 counties and through the combined force of education, research and outreach, the University serves students, business and industry, schools, governments, organizations and residents statewide.