Information Governance Operations Supervisor

Mayer Brown is an international law firm positioned to represent the worlds major corporations funds and financial institutions in their most important and complex transactions and disputes. We are recognized by our clients as strategic partners with deep commercial instincts and a commitment to creatively anticipating their needs and delivering excellence in everything we do.

We are a collegial collaborative firm where highly motivated individuals with an unwavering commitment to excellence receive the opportunity support and development they need to grow thrive and realize their greatest potential all while supporting the Firms client service principles of excellence strategic partnership commercial instinct integrated strengths innovation and collaboration across our international firm.

If you enjoy working with team members whose defining characteristics are exceptional client service initiative professionalism responsiveness and adaptability you may be the person we are seeking to join our Information Governance department in our Chicago office as an Information Governance Operations Supervisor

The Information Governance (IG) Operations Supervisor provides administrative technical and professional support across the Firms IG program. This role is responsible for leading and managing the daytoday operations of the IG Operations team including organizing assigning delegating and coordinating staff work to ensure department objectives are met accurately and on time. The position supports the implementation and enforcement of firm IG policies and procedures including but not limited to: fulfilling daily records and information requests in the Chicago office and other locations as needed; supporting information lifecycleinitiatives such as the intake and processing of physical and electronic records; assisting with matter mobility retention and disposition litigation holds data remediation and attorney departure processes; and participating in IG related special projects and compliance efforts.

Essential Functions:

• Provides daytoday supervision and leadership for the IG Operations team ensuring timely and accurate of assigned tasks in accordance with firm policies and procedures
• Implements and monitors IG operational workflows for the intake classification storage retrieval and disposition of both physical and electronic records to ensure information is managed in accordance with legal regulatory and business requirements
• Coordinates and documents standard processes that support the information lifecycle including information creation access retention legal holds and destruction
• Assists with the administration and tracking of the legal hold process including identification and preservation of potentially responsive content in collaboration with the IG Manager and other key stakeholders
• Coordinates the transfer of client records related to attorney arrivals and departures collaborating with colleagues in other offices to ensure compliance with firm policies on matter mobility and file transfers
• Partners with other firm departments including IT and Legal Risk Management to support technology enablement for IG processes recommend workflow improvements and identify opportunities for automation or process efficiency
• Maintains documentation templates and process guides related to IG policies tools and practices to support compliance and enable staff training and reference
• Participates in IG related projects such as legacy data remediation records storage reduction inventory audits and reviews of firm repositories for compliance with IG standards
• Prepares reports and dashboards tracking team performance IG metrics project status and operational statistics for leadership review
• Serves as a liaison to attorneys paralegals and business services staff to resolve inquires and provide guidance on firm policies and procedures
• Trains and mentors staff on IG procedures and technology systems and provides performance feedback and task recommendations to IG leadership as needed
• Reviews and approves vendor invoices related to records storage shredding and offsite services; conducts audits to validate charges and support budget planning
• Supports firmwide initiatives to increase usage and compliance within iManage and other firm approved records repositories
• Stays informed about emerging IG practices and participates in internal training or external professional development opportunities as appropriate
• Performs other duties as assigned or required to meet firm goals and objectives

Education/Training/Certifications:

• Bachelors degree in a related field. An equivalent combination of education and/or experience may be considered in lieu of the degree when the experience has been directly related to the functions of the job
• Information Governance Professional (IGP) certification preferred

Professional Experience:

• Minimum of 5 years of experience in information governance records management or related field preferably in a law firm or professional services environment
• Experience supporting or implementing polices and procedures related to information lifecycle management physical and electronic records compliance and legal/regulatory requirements
• Demonstrated success leading operational teams and initiatives related to records or IG including improvements in efficiency accuracy and service delivery

Technical Skills:

• Proficiency in Microsoft Office products
• Experience with IG systems (e.g. records management databases document management systems like iManage or other enterprise content management tools) required
• Familiarity with relational databases (e.g. Microsoft SQL Server) and data analysis tools preferred
• Ability to learn teach and support adoption of IG related technologies

Performance Traits:

• Strong written and verbal communication skills able to communicate effectively and in a professional manner with all levels of the firm and outside vendors
• Exercises solid strategic thinking with the ability to implement practical solutions and drive operational improvements
• Ability to work in a diverse team environment and effectively support the demanding needs of the firm
• Ability to work under pressure meet deadlines with shifting priorities
• Must be a selfstarter with a high level of initiative; resourceful and proactive in problemsolving and decisionmaking
• Strong customer service orientation with a commitment to process improvement
• Strong attention to detail organizational skills and the ability to handle multiple projects
• Maintains confidentiality and handles sensitive information with discretion and sound judgment

Management Accountabilities:

• Demonstrated leadership capabilities with a willingness and readiness to take on supervisory responsibilities. Prior direct supervisory experience is preferred but not required
• Ability to coach and support team members provide constructive feedback and contribute to staff development
• Manages or supports the management of daily operations and team workflows helping to set clear goals priorities and expectations
• Participates in staffing assessments and assists with the recruitment and onboarding process as needed
• Contributes to change management initiatives aimed at improving process efficiency service quality and alignment with IG practices
• Exposure to or interest in developing skills in performance management goalsetting and operational planning including budgetrelated analysis
• Process and serviceoriented with project management skills