Enterprise Records Manager at Arizona State University
TEMPE, AZ 85287
About the Job
Enterprise Records Manager
Arizona State University
Business & Finance Suppt Svcs
Campus: Tempe
100571BR
Job Description
The Enterprise Records Manager serves as the primary point of contact and liaison with the Arizona State Library, Archives and Public Records. They serve as the primary point of contact for and liaison with a network of accountable records administrators in all colleges and units within Arizona State University (ASU). This position leads the management of university non-archival records according to statutes and policies, and will coordinate some activities with the staff managing archival records. This includes the management, storage, tracking and disposal of university non-archival records (both electronic and physical) according to defined schedules, as well as the maintenance of the retention schedules. This role is also responsible for developing and delivering records management-related training to the university community.
Salary Range
$90,000 - $100,000 per year; DOE
Close Date
29-April-2024
Essential Duties
- Lead the initiative to develop and launch a new non-archival records management and tracking system for Arizona State University.
- Work with vendors and ASU staff to maintain and upgrade the system long-term.
- Work with university leadership, colleges and units to manage, maintain and track, and dispose of university non-archival records according to state and federal statutes and schedules, as well as university policies.
- Develop and work with a network of Records Accountable Administrators within each college and unit on university campuses and facilities to support their compliance, management and retention of records.
- Maintain and deliver regular training to all Records Accountable Administrators and other applicable staff on campus.
- Consult with colleges and units to answer questions regarding non-archival records creation, maintenance, storage, and disposal.
- Maintain and update a database of non-archival records retention schedules and university records.
- Work with ASU information technology staff, systems developers and custodians to develop and maintain non-archival records retention and management systems.
- Work with the Office of General Counsel to obtain guidance on relevant statutes, schedules, and policies.
- Serve as the university coordinator and liaison with the Arizona State Library, Archives and Public Records.
- Submit non-archival records retention schedules to the state library for approval, and submits a list of all essential public records to the state library every five years.
- Submit a list of all disposed non-archival records to the state library annually.
- Submit drafts of new records retention schedules to the state library for approval.
- Drive Arizona State University leased, owned or rented vehicles and carts to various ASU locations to perform work.
- All other duties as assigned.
Knowledge, Skills and Abilities:
- Knowledge of records retention, management and disposal practices, methods and technologies.
- Ability to understand college and unit record retention needs, requirements and suggest strategies for managing records.
- Strong and collegial interpersonal skills and an ability to communicate effectively in person, writing, and by phone.
- Skill in establishing, nurturing, and maintaining effective professional working relationships.
- Team oriented.
- Critical thinking and problem solving skills.
- Ability to navigate complex environments with evolving priorities, and set priorities while being flexible.
- Ability to prepare detailed documents, proposals, reports, and related materials.
- Ability to work both independently or within a structured team.
- Works from general instructions on standard job duties and specific directions on new assignments.
- Exercises judgment within defined procedures; practices to determine appropriate action.
Minimum Qualifications
Bachelor's degree from an accredited institution and five years of experience in a field appropriate to the area/unit of assignment; OR, Any equivalent combination of experience, and/or education from which comparable knowledge, skills and abilities have been achieved.
Desired Qualifications
- Experience maintaining records.
- Experience in building organizational processes.
- Experience communicating and training stakeholders on guidelines and best practices.
- Evidence of effective communication skills.
- Experience in working in a fast pace, autonomous environment.
- Experience drafting records retention schedules, interpreting these schedules, and ensuring they are consistent with organization policies.
- Experience managing electronic and physical records management systems.
- Demonstrated knowledge of document lifecycles and document management principles.
Working Environment
- Activities are performed in an environmentally controlled office setting subject to extended periods of sitting, keyboarding and manipulating a computer mouse (75%).
- Required to stand for varying lengths of time and walk moderate distances to perform work (10%).
- Frequent bending, reaching, lifting, pushing and pulling up to 25 pounds (15%).
- Regular activities require ability to quickly change priorities, which may include and/or are subject to resolution of conflicts.
- Employee must possess a valid US Driver’s license of the appropriate class and required endorsements throughout employment.
Department Statement
Business and Finance Support Services supports the university community in a professional and customer-focused manner by effective problem resolution and development of innovation solutions to meet ASU business requirements.
ASU Statement
Arizona State University is a new model for American higher education, an unprecedented combination of academic excellence, entrepreneurial energy and broad access. This New American University is a single, unified institution comprising four differentiated campuses positively impacting the economic, social, cultural and environmental health of the communities it serves. Its research is inspired by real world application blurring the boundaries that traditionally separate academic disciplines. ASU serves more than 100,000 students in metropolitan Phoenix, Arizona, the nation's fifth largest city. ASU champions intellectual and cultural diversity, and welcomes students from all fifty states and more than one hundred nations across the globe.
ASU is a tobacco-free university. For details visit https://wellness.asu.edu/explore-wellness/body/alcohol-and-drugs/tobacco
Arizona State University is a VEVRAA Federal Contractor and an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other basis protected by law.
Notice of Availability of the ASU Annual Security and Fire Safety Report
In compliance with federal law, ASU prepares an annual report on campus security and fire safety programs and resources. ASU’s Annual Security and Fire Safety Report is available online at https://www.asu.edu/police/PDFs/ASU-Clery-Report.pdf . You may request a hard copy of the report by contacting the ASU Police Department at 480-965-3456.
Relocation Assistance – For information about schools, housing child resources, neighborhoods, hospitals, community events, and taxes, visit https://cfo.asu.edu/relocation-services.
ASU conducts pre-employment screening which may include verification of work history, academic credentials, licenses, and certifications.
Background Check Statement
ASU conducts pre-employment screening for all positions which includes a criminal background check, verification of work history, academic credentials, licenses, and certifications. Employment is contingent upon successful passing of the background check.
Fingerprint Check Statement
This position is considered safety/security sensitive and will include a fingerprint check. Employment is contingent upon successful passing of the fingerprint check.
Instructions to Apply
Application deadline is 3:00PM Arizona time on the date indicated.
Please include all employment information in month/year format (e.g., 6/88 to 8/94), job title, job duties and name of employer for each position.
Resume should clearly illustrate how prior knowledge and experience meets the Minimum and Desired qualifications of this position.
Applicant must be eligible to work in the United States; ASU Business and Finance Support Services will not be a sponsor for this position.
ASU does not pay for travel expenses associated with interviews, unless otherwise indicated.
Only electronic applications are accepted for this position.
IMPORTANT NOTE: What is the meaning of “equivalent combination” in the minimum qualifications? It means one year of higher education or 24 credit hours, is equal to one year of experience. For example, a four year Bachelor’s degree is equal to four years of experience.
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