Program Admin, Public Records

Maricopa Community College district; Tempe (AZ); On-site; USD 65,000 - 84,000; Full time

Benefits offered by this job

Health insurance

Tuition reimbursement

Flexible work schedules

Job summary

The Maricopa County Community College District (MCCCD) is seeking a Program Administrator to support records retention and public records across its 10-college district. The role coordinates with district and college stakeholders to ensure timely, transparent, and compliant handling of requests and retention activities.

Responsibilities include training, guidance, and timely communication with requestors, plus collaboration with departments to meet compliance requirements.

Qualifications

• Public records requests experience at professional level.
• Excellent written and verbal communication skills.
• Experience developing training materials and guidance on retention and compliance.

Responsibilities

• Administers and supports District-wide records management and public records request processes in accordance with laws, policies, and procedures.
• Monitors retention schedules and supports compliance with storage, preservation, and destruction requirements.
• Coordinates responses to public records requests including gathering, reviewing, redaction, and release with stakeholders.

Skills

Public records requests experience

Written & verbal communication

Training & guidance

Education

Bachelor's degree in legal studies, public administration, education, ethics, communications, information management, information science, business administration, public policy, or related field

Job description

Program Admin, Public Records

Job ID: 323446

Location: District Support Services Cntr

Full/Part Time: Full Time

Regular/Temporary: Regular

Hiring Salary Range: $64,989.46 - $84,486.50/annually, DOE

Grade: 117

Work Schedule: Monday - Friday, 8am - 5pm
Summer Hours: Monday - Thursday, 7am-6pm

Work Calendar: 12 Months

Maricopa Summary

10 Colleges. Unlimited Opportunities.

The Maricopa County Community College District is one of the largest community college systems in the nation. Home to 10 individually accredited community colleges and 31 satellite locations, we proudly serve students in every corner of the Valley. Each day, our dedicated faculty, staff, and administrators, live out our vision-creating excellence in education for a better world.

We focus on people-not profits.

With 100% acceptance, zero rejections, and affordable tuition, we provide the flexibility and support our students need to succeed in and beyond the classroom. Discover how we're changing college.

We don't just support our community-we help build it.

We are the largest provider of workforce development training in the state. The activities of our colleges and their students support one out of every 28 jobs in Maricopa County. Learn about our economic impact.

We believe our employees are our most valuable asset.

Our 10 colleges and District Office support nearly 10,000 jobs and careers throughout Greater Phoenix.

Join us in making a real difference in the lives of over 140,000 college students each year.

Benefits

Maricopa County Community College District (MCCCD) is committed to providing a competitive and comprehensive benefits program that supports our employees' and their families' health and well-being. Therefore, the MCCCD benefits support every stage of life and are designed to meet the diverse needs of our community. Explore the wide range of benefits and perks available to eligible employees at MCCCD:

Affordable and Comprehensive Benefits Package:

• Nationwide Medical, Dental, and Vision Coverage
• Paid Time Off: Vacation, Sick Leave, and Personal Time
• 20 Paid Observed Holidays
• Company-paid Life Insurance, AD&D, and Short-Term Disability plans, with the option to purchase supplemental coverage
• Arizona State Retirement System (ASRS) Pension, including Long Term Disability and Retiree Health Insurance with 100% employer-matching contributions
• Optional Retirement Plans: 403(b), 457(b), Roth 403(b), Roth 457(b)
• Tuition Reimbursement for employees and dependents
• Annual Professional Development Funding
• Flexible Work Schedules

Employee Health & Wellness Programs:

• District-Wide Wellness Program with Workshops and Webinars
• Monthly Health & Wellness Calendar and Newsletter
• Virta Diabetes Reversal Program and Support Groups
• Employee Assistance Program (EAP)
• Sight-On-Site Eye Care Services
• Pre-Retirement Planning Events
• Qualifying Employer for Public Service Loan Forgiveness (potential loan forgiveness for federal Direct Loans after meeting repayment requirements and working full-time for an eligible employer)

Job Summary

The Maricopa County Community College District (MCCCD) Department of Compliance and Risk Management is seeking a dedicated and knowledgeable Program Administrator to support records retention and public records across our 10-college district.

This position plays a key role in providing guidance, training, consultation and coordination with District and college stakeholders to support timely, consistent, transparent, and compliant records retention practices.This position also responds to public records requests, coordinating the identification and collecting of responsive records, maintaining request documentation, and supporting compliance with applicable public records requirements.

Essential Functions

Administrative and Coordinating Duties (60%)

Administers and supports District-wide records management and public records request processes in accordance with applicable laws, regulations, District policies, procedures, and established practices.
Monitors records retention schedules and supports District-wide compliance with applicable retention, storage, preservation, and destruction requirements.
Assists with records inventory, retention schedule review, destruction documentation, preservation activities, and related records management projects.
Identifies potential compliance concerns, workflow issues, training needs, recurring request patterns, or process improvement opportunities and provides information or recommendations to leadership.
May serve as a liaison with internal departments, colleges, external requestors, public agencies, legal counsel, vendors, and other stakeholders regarding assigned public records or records management matters.
Coordinates the receipt, review, tracking, assignment, fulfillment, and closure of public records requests.
Reviews public records requests to determine scope, clarify requested information, identify potentially responsive records, and coordinate appropriate next steps.
Communicates with requestors regarding request status, clarification needs, timelines, available records, fees, delivery methods, and related procedural matters.
Coordinates with District departments, colleges, employees, administrators, legal counsel, information technology, human resources, public safety, student services, and other stakeholders to identify, gather, review, and provide responsive records.
Supports timely and thorough gathering and review of accessible records to promote transparency and compliance with public records requirements.
Maintains accurate, complete, and timely records of public records requests, communications, searches, responsive materials, determinations, fees, responses, and related documentation.
Uses public records request tracking systems, databases, spreadsheets, document repositories, and related tools to monitor request status, deadlines, workloads, and program activity.
Reviews records and documentation for completeness, responsiveness, organization, and alignment with request parameters and established procedures.
Coordinates records review, redaction, release, withholding, or referral activities in consultation with the supervisor, legal counsel, or other appropriate stakeholders.
Assists with identifying confidential, sensitive, restricted, privileged, or legally protected information that may require further review before disclosure.
Supports the development, maintenance, and implementation of public records workflows, standard operating procedures, templates, tracking tools, request forms, and communication materials.

Education and Training (30%)

Develops, updates, and delivers training, presentations, guides, FAQs, job aids, and other informational materials related to records retention, records management, and public records compliance.
Coordinates with departments and colleges to promote awareness of records retention schedules and appropriate records management practices.
Provides guidance and consultation to District and college stakeholders regarding public records request handling, documentation expectations, search responsibilities, response coordination, and retention-related requirements.
Supports internal audits, reviews, or assessments related to retention practices, documentation standards, public records request fulfillment, or program compliance.
Participates in ongoing professional development related to records management, retention requirements, privacy, confidentiality, higher education administration, public records laws, and applicable legal or regulatory requirements.

Other duties as assigned (10%)

Performs other duties as assigned.

Minimum Qualifications

Bachelor's degree from a regionally accredited institution in legal studies, public administration, education, ethics, communications, technical writing, information management, information science, business administration, public policy, or a related field and four (4) years of professional-level experience responding to, fulfilling, and/or processing public records requests.

OR

An equivalent combination of education and/or experience as described above sufficient to successfully perform the essential duties of the job such as those listed above, unless otherwise subject to any other requirements set forth in law or regulation, may be considered.

Desired Qualifications

Professional experience supporting records retention, preservation, destruction, and compliance monitoring activities.

Professional experience administering and coordinating public records requests processes including reviewing and interpreting public records requests, reviewing responsive records, and identifying legally protected information for further review.

Professional experience developing and maintaining procedures, templates, workflows, tracking tools, training materials, and informational resources.

Professional experience providing guidance, consultation, and training on public records and records retention processes.

Experience interpreting and applying applicable laws, regulations, policies, procedures, retention schedules, and standards.

Excellent written and verbal communication skills, including the ability to prepare clear, accurate, professional, and objective written communications, summaries, reports, and documentation.

Demonstrated ability to exercise sound judgement, discretion, tact, neutrality, and professionalism in sensitive or high-visibility matters.

Posting Close Date

Open until filled

First Review 11/3/2026

Applications received after the review date may not be screened

EEO, Title IX, & Clery Act

Maricopa County Community College District (MCCCD) will not discriminate, nor tolerate discrimination in employment or education, against any applicant, employee, or student because of race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship status (including document abuse), age, disability, veteran status or genetic information.

Title IX of the Education Amendments of 1972, states: "No person in the United States shall, on the basis of sex, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any education program or activity receiving Federal financial assistance."

The policy of the MCCCD is to provide an educational, employment, and business environment free of gender discrimination. Incidents of misconduct should be reported to the college Title IX Coordinator, as outlined in policy, contact information is available at this link Title IX Coordinators.

The Clery Act is a Federal law requiring United States Colleges and Universities to disclose information about crime on and around their campuses. Crime reporting data for each of the Maricopa Community Colleges, as required under the Clery Act, is available at this link Clery Act.