Public Records Compliance Analyst

University of Washington; Seattle (WA); Hybrid; USD 70,000 - 90,000; Full time

Job summary

University of Washington seeks a Public Records Compliance Analyst to coordinate public records requests across Finance, Planning & Budgeting and the Office of Research. You will advise leaders, preserve and identify records, and ensure compliant, timely responses to requests.

You will work closely with records custodians and administrative staff, manage risk, and maintain governance practices to meet Washington State Public Records Act requirements and UW policies.

Qualifications

• Bachelor’s degree plus four years of experience in compliance, records management, or risk management.
• Equivalent education/experience may substitute for degree.
• Ability to manage multiple projects, deadlines, and stakeholders with accuracy and follow-through.
• Ability to interpret and communicate complex process requirements, policies, or compliance expectations.
• Excellent written and verbal communication for updates and professional correspondence.
• Strong organizational skills and attention to detail to support compliance tracking.
• Discretion, sound judgment, and confidentiality for sensitive information.
• Ability to work independently and in a matrixed, high-volume environment.

Responsibilities

• Serve as liaison between FPB, Office of Research, and Office of Public Records on assigned requests.
• Coordinate intake, routing, tracking, documentation, and follow-up for timely responses.
• Identify potentially responsive records and ensure materials are gathered per timelines.
• Maintain public records trackers, correspondence, and status notes for compliance.
• Monitor deadlines, elevate risks or delays, and document progress to leadership.
• Help units organize records and improve documentation quality across teams.
• Clarify scope, timelines, and process requirements with the Office of Public Records.
• Handle confidential information with discretion in line with policies.

Skills

Public records compliance

Policy interpretation

Documentation

Cross-team collaboration

Communication

Attention to detail

Education

Bachelor's degree in Information Management, Library Sciences, Public Administration, Business Administration, or related field

Tools

Microsoft Outlook

Teams

Word

Excel

SharePoint

OneDrive

Job description

Hybrid (telework 2 days or less per week)

Seattle, WA

Full time

REQ-0000138824

Job Description

Finance, Planning and Budgeting and the Office of Research has an outstanding opportunity for a Public Records Compliance Analyst to join their team.

About this Opportunity

Reporting to the Finance, Planning & Budgeting Chief of Staff with a dotted line to the Assistant Vice Provost for Research Integrity, this position serves Finance, Planning & Budgeting (FPB) and the Office of Research, providing coordinated public records compliance across both organizations. Working in partnership with leaders, subject-matter experts, records custodians, and administrative teams in each unit, the Public Records Compliance Analyst helps collect records, review them for responsiveness and statutory exemptions, and provide them directly to the requester or UW OPR, depending on the nature of the request.

The Public Records Compliance Analyst advises FPB and Office of Research leaders and staff on the public records compliance program and serves as the divisions’ principal liaison to the University Office of Public Records (OPR). The position coordinates the end-to-end management of public records requests and establishes the governance, accountability, and cross-unit alignment necessary to meet institutional obligations under the Washington State Public Records Act, University policy, and records management requirements. In partnership with OPR, FPB and Office of Research leadership, subject-matter experts, and records custodians, the Compliance Analyst advises on request scope and response strategy, directs the identification and preservation of potentially responsive records, and advances timely, accurate, and defensible outcomes that mitigate risk and strengthen organizational compliance. The position also monitors compliance with applicable public records requirements, identifies potential areas of risk or non-compliance, and advises stakeholders on corrective actions and process improvements as appropriate.

The position requires a high degree of professionalism, organization, and attention to detail. Work frequently involves sensitive information, competing priorities, and deadlines that require careful coordination among multiple stakeholders. Success in this role requires the ability to work independently, exercise sound judgment, identify and resolve operational challenges, and communicate effectively with faculty, staff, administrators, and external partners.

Key Responsibilities

Public Records Compliance and Liaison Responsibilities — 90%

• Serve as a primary liaison between FPB and Office of Research units and the Office of Public Records for assigned public records requests, communicating status, risks, dependencies, anticipated production dates, and requests for clarification.
• Coordinate intake, routing, tracking, documentation, and follow-up activities to support timely and complete responses to public records requests.
• Work with FPB and Office of Research leaders, unit contacts, administrative staff, and subject matter experts to identify potentially responsive records and ensure materials are gathered in accordance with established timelines and procedures; develop and maintain workplans for concurrent requests, establish milestones, assign follow-up actions, monitor progress, elevate delays, and document completion.
• Maintain public records trackers, request documentation, correspondence records, status notes, and other materials necessary to demonstrate compliance and continuity.
• Monitor deadlines, identify gaps or delays, and elevate risks, barriers, sensitive issues, or unresolved requests to appropriate FPB and Office of Research leadership.
• Support consistent records management practices by helping units organize materials, clarify process expectations, and improve documentation quality.
• Coordinate with the Office of Public Records to clarify request scope, response expectations, timelines, and process requirements.
• Handle sensitive, confidential, or high-risk information with discretion and in alignment with University policies and applicable public records requirements.

Education and Training — 10%

• Provide practical guidance and training to FPB and Office of Research employees on preservation, search, collection, documentation, and timely escalation obligations related to public records requests.
• Serves as the subject matter expert on providing guidance for questions arising from public records requests, assessing compliance considerations, and advising stakeholders on appropriate response requirements.
• Other duties as assigned.

Required Qualifications

To be considered for this opportunity your application must demonstrate you meet both the minimum qualifications and additional qualifications listed below. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Minimum Qualifications

• Bachelor’s degree in Information Management, Library Sciences, Public Administration, Business Administration, or other related field and four (4) years of experience in compliance, public records management, risk management, or records management requiring high levels of analysis, research and communication skills.
• Equivalent education and experience may substitute for degree requirement.
• Demonstrated ability to manage multiple projects, deadlines, priorities, and stakeholders with accuracy and follow-through.
• Demonstrated ability to interpret, organize, and communicate complex process requirements, policies, procedures, or compliance expectations.
• Excellent written and verbal communication skills, including the ability to prepare clear updates, documentation, summaries, and professional correspondence for a variety of stakeholder audiences.
• Advanced organizational skills and exceptional attention to detail, with demonstrated ability to maintain accurate trackers, records, documentation, and status reporting tools to support compliance accountability and best practice.
• Ability to exercise discretion, sound judgment, and confidentiality when handling sensitive or time-sensitive information.
• Ability to work independently and collaboratively in a high-volume, matrixed, and deadline-driven environment while balancing competing priorities and compliance obligations.
• Proficiency with Microsoft Outlook, Teams, Word, Excel, SharePoint, OneDrive, and related Microsoft 365 tools.
• Commitment to supporting a respectful, inclusive, and service-oriented work environment.

Preferred Qualifications

• Experience working in higher education, public sector administration, or a large decentralized organization.
• Familiarity with University of Washington systems, organizational structure, policies, and administrative processes.
• Knowledge of the Washington State Public Records Act.

About the Team

Finance, Planning, and Budgeting (FPB) encompasses the major central financial, planning, analytical, and budgeting functions for the University of Washington, including:

• Financial Stewardship & Operations
• Institutional Analytics & Decision Support
• Budget, Policy & Strategy
• University Business Service
• Real Estate
• Treasury

Compensation, Benefits and Position Details

Pay Range Minimum

$69,576.00 annual

Pay Range Maximum

$90,000.00 annual

Other Compensation

-

Benefits

For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/

Shift

First Shift (United States of America)

Temporary or Regular?

This is a regular position

FTE (Full-Time Equivalent)

100.00%

Union/Bargaining Unit

Not Applicable

About the UW

Working at the University of Washington provides a unique opportunity to change lives – on our campuses, in our state and around the world.

UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty.

Our Commitment

The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81 (https://policy.uw.edu/directory/po/executive-orders/eo-81-prohibiting-discrimination-harassment-and-sexual-misconduct/) .

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or [e-mail] .

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law (https://app.leg.wa.gov/RCW/default.aspx?cite=28B.112.080) .

University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.