Director, Records Management

Cuyahoga Community College•Cleveland, OH

7d•Onsite

About The Position

Works with departments across the College to analyze their needs and provide guidance in the total life cycle of records including the set up and maintenance of both manual and automated records systems, classification, retention and storage of records, and preparation of records for destruction.

Requirements

Master’s 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 area’s budget.
Demonstrated experience effectively making decisions that have major implications on the strategy, management, and operations within a department.
Demonstrated experience requiring varying problem-solving methods in a variety of situations.
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.

Nice To Haves

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

Responsibilities

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, storage, and 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 department’s 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 the implementation 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 College's Records Administration Committee
Collaborates with Risk Management to ensure the College's 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 College's 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 management program training.
Coordinates user training for associated records management software
Performs other duties as assigned.