Director, Records Management

Director Records Management

Department: Records Management

Location: Metropolitan Campus

Reports To:Pres Corp College/Sr. Advisor

Recruitment Type: External/Internal

Requisition ID:req7402

Employment Type: Full-Time Support Staff

Union Position: Non-Union

Work Schedule: Standard College Hours: M-F 8:30am-5pm

Number of Openings: 1

Job Description:

SUMMARY

Works with departments across the College to analyze their needsand provide guidance in the total life cycle of records including the set upand maintenance of both manual and automated records systems classificationretention and storage of records and preparation of records for destruction.

ESSENTIALFUNCTIONS

• Directs the records retention activities for the College.
  
• Leads audits of information created and stored within the College.
  
• Maintains current knowledge of applicable laws and regulations in the areas of records retention dissemination access storageand disposal of obsolete records.
• Ensures records management activities are conducted in accordance with established College policies and procedures Ohio Public
• Records Act and applicable laws and regulations.
  
• Supervises coaches and assesses the performance of assigned staff.
  
• Serves as the departments Budget Unit Leader
  
• Continually evaluates new methods techniques and state-of-the-art automated technologies to enhance records maintenance
• and makes recommendations for implementation at the College.
  
• Collaborates with the Information Technology Systems department regarding the use of electronic storage options and theimplementation of records management applications.
• Evaluates and recommends purchases of records management equipment.
  
• Leads the development implementation and enforcement of policies and procedures related to the College Records retention schedules and coordinates with the Colleges Records Administration Committee
  
• Collaborates with Risk Management to ensure the Colleges vital records protection and disaster contingency plans are up to date for effective response to events which threaten loss of data or physical destruction of records.
  
• Monitors environmental conditions of storage areas in order to determine potential threats to permanent records and other records in storage.
  
• Works with the Procurement Department regarding management of associated contracts
  
• Develops and maintains a master schedule and database for the control and retrieval of all Colleges records including but not limited to lifecycle and retention periods formats access security etc.
  
• Develops and maintains a database or glossary of official terminologies and expressions meaningful to the business of the College.
  
• Facilitates the transfer of records into storage by advising departments of retention periods for their records reviewing inventories and arranging for the physical pack-up and transfer of records.
  
• Protects the confidentiality of records in the custody of the records management process.
  
• Responds to inquiries regarding records administration and provides timely responses to information requests including public records requests.
  
• Works with Legal as appropriate and may represent the College in legal proceedings.
  
• Develops and generates reports for management.
  
• Provides training to promote records management and information security to all employees including records managementprogram training.
• Coordinates user training for associated records management software
  
• Performs other duties as assigned.

REQUIRED QUALIFICATIONS

EDUCATIONAND EXPERIENCE/TRAINING

• Masters degree
  
  • Significant related experience may substitute for education.
    
• Minimum of five years of progressively responsible higher education experience
  
• Demonstrated experience with related records management technologies.
  
• Demonstrated experience supervising planning assigning scheduling and ensuring the quality of the work of others.
  
• Demonstrated experience forecasting planning maintaining preparing and monitoring a business areas budget.
  
• Demonstrated experience effectively making decisions that have major implications on the strategy management and operationswithin a department.
• Demonstrated experience requiring varying problem-solving methods in a variety of situations.
  

KNOWLEDGESKILLS and ABILITIES

• Possess comprehensive knowledge of Records Management theories concepts and practices with the ability to apply in complex difficult and/or unprecedented situations as it pertains to the departmental focus.
  
• Possess strong organizational and time-management skills.
  
• Possess excellent written verbal and interpersonal communication skills.
  
• Possess knowledge of applicable laws statutes rules and policies governing the archiving and retention of public records.
  
• Possess familiarity with electronic discovery and litigation.
  
• Ability to foster a team environment and work collaboratively.
  
• Ability to research and analyze issues and develop solutions.
  
• Ability to manage multiple projects simultaneously in a deadline-driven environment.
  
• Ability to effectively complete work assignments independently
  
• Ability to work accurately with great attention to detail.
  
• Possess excellent customer service skills and proven ability to develop and sustain productive customer relationships.
  
• Demonstrated intermediate project management and planning skills.
  
• Demonstrated intermediate proficiency with Microsoft Outlook Word and Excel
  
• Ability to confidentially and discreetly handle subject matters requiring privacy and sensitivity.
  
• Ability to develop and maintain relationships with key contacts to enhance workflow and quality.
  
• Possess sensitivity to appropriately respond to the needs of students and the community.
  

COMPETENCIES

CRITICALCOMPETENCIES

• Service Focus
  
• Communication
  
• Quality of Work
  

VERYIMPORTANT COMPETENCIES

• Collaboration
  
• Adaptability
  

IMPORTANT COMPETENCIES

• Time Utilization
  
• Continuous Improvement
  

PREFERRED QUALIFICATIONS

EDUCATION ANDEXPERIENCE/TRAINING

• Masters degree in library or information science
  
• Academy of Certified Archivists Certification
  
• Demonstrated experience with the Banner System (or equivalent)
  

PHYSICAL DEMANDS/WORKING CONDITIONS

(The demands described here are representative ofthose that must be met by an employee to successfully perform the essentialfunctions of this job. Reasonable accommodation may be made to enableindividuals with disabilities to perform the essentialfunctions.)

• The work is performed in a normal professional office environment.
  
• The work area is adequately lighted heated and ventilated.
  
• Typically the employee may sit comfortably to perform the duties of the job and will perform repetitive motions with hands/fingersusing a computer mouse and keyboard to type. However there may be some walking; standing; bending; and carrying of itemsapproximately 20 30 lbs.
• Work may also require walking and standing in conjunction with travel to and attendance at meetings and conferences away fromthe worksite.

Target Starting Salary Range: $80000 to $90000
The final offer for the successful candidate is targeted to fall within this range but will be based upon an assessment of internal equity the units available budget and the candidates qualifications in relation to the minimum and/or preferred job requirement(s).

Special Note:If hired you must reside in the state of Ohio and be within commuting distance of this work location/campus to respond to onsite work demands upon the employment start date and throughout the duration of your employment with the College as outlined in 3354:1-40-01.1 Recruitment and Selection Procedure.

Special Instructions to Applicants: During the application process you may be required to attach a cover letter and/or resume. It is recommended that you have these documents ready to be attached electronically to the online application. This system accepts only MS Word or PDF attachments. Any employment with the College is contingent upon satisfactory completion of a background check and drug screen.

Equal Opportunity Statement: Cuyahoga Community College is committed to attaining excellence through the recruitment and retention of a qualified workforce. Cuyahoga Community College is an equal employment/educational opportunity institution.

Required Experience:

Director