Policy and Records Officer, Office of Audit and Compliance - UT System Administration

University of Tennessee•Knoxville, IA

11d•$90,000 - $130,000

About The Position

The Policy and Records Officer serves as both the Policy Officer and Records Officer for the University of Tennessee System Administration’s Office of Audit and Compliance. The role manages the development, review, implementation, and maintenance of institutional policies and related procedures, working with campus stakeholders, the Office of General Counsel, and the Division of Communication and Marketing to promote compliance and support governance. The position helps ensure policies align with applicable laws, regulations, accreditation standards, and strategic objectives. As Records Officer, the position oversees the University’s records management program, ensuring records are created, maintained, retained, and disposed of in accordance with applicable requirements and University policies. It advises campus departments on records governance, retention, information lifecycle management, public records, and privacy requirements. The position reports to the Executive Director of Institutional Compliance and coordinates closely with the Office of General Counsel, the Director of Privacy, and the Treasurer.

Requirements

Bachelor’s degree.
Five years of policy writing, implementation, and regulatory interpretation experience.
Three years of experience in higher education compliance.
Ability to translate complex regulations and procedural needs into clear recommendations for policy and process development.
Demonstrated ability to facilitate difficult conversations, build consensus, and constructively challenge assumptions.
Knowledge of higher education governance frameworks, internal controls, compliance, data governance, and records management practices.
Understanding of the distinctive governance, academic, research, regulatory, and stakeholder environment of public higher education.
Strong change-management and relationship skills across decentralized organizations.
Exceptional written and verbal communication and interpersonal skills, and exceptional listening skills.

Nice To Haves

Master’s degree or Doctoral Degree (Juris Doctor).
Certified Records Manager certification.
Five years of experience in policy development and/or records and information management.
Seven years of experience in higher education operations.
Skill in delivering public presentations to internal and external audiences.
Ability to create effective training materials for broad use.
Strong written communication skills.
Self-motivation and ability to work independently.
Ability to interpret federal and state compliance requirements.

Responsibilities

Coordinate the timely development, revision, review, and retirement of University policies and associated procedures.
Facilitate policy review processes with academic and administrative stakeholders.
Ensure policies are written in a clear, consistent, and accessible format.
Maintain the University’s policy framework and policy lifecycle management processes.
Monitor policy review schedules and ensure timely updates.
Ensure alignment between system policies and campus policies.
Coordinate with Institutional Compliance to understand federal, state, and institutional regulations affecting University operations.
Assess policy implications of new legislation, regulatory changes, and accreditation requirements.
Collaborate with subject matter experts to understand policy needs.
Identify policy gaps and recommend corrective actions.
Support institutional compliance initiatives and risk mitigation efforts.
Serve as a liaison between policy owners, University leadership, and governance bodies.
Coordinate policy review committees and governance workflows.
Facilitate stakeholder feedback and consensus-building during policy development.
Prepare policy recommendations and briefing materials for executive leadership.
Develop communications regarding new and revised policies.
Routinely review the University’s policy website for accuracy and assist with improvements to functionality.
Create guidance documents, FAQs, and educational materials.
Conduct training sessions and workshops on policy requirements and best practices.
Promote awareness and understanding of institutional policies across campus.
Administer and maintain the University’s records management program, including records retention schedules, records inventories, disposition processes, and records governance standards.
Monitor institutional compliance with records management policies and legal requirements; conduct assessments, provide guidance to departments, and coordinate corrective actions to address identified deficiencies.
Provide training, consultation, and support to faculty, staff, and administrators regarding records creation, retention, storage, access, disposition, public records requests, and information governance best practices.