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

University of Tennessee • Knoxville, TN

10d

About The Position

The Policy and Records Officer manages the development, review, implementation, and maintenance of institutional policies and related procedures. The role collaborates with campus stakeholders, the Office of General Counsel, and the Division of Communication and Marketing to promote policy compliance, support governance processes, and align institutional policies with applicable laws, regulations, accreditation standards, and strategic objectives.

As Records Officer, this position oversees the University's records management program, ensuring records are created, maintained, retained, and disposed of in accordance with applicable requirements. The role advises campus departments on records governance, retention, information lifecycle management, and public records and privacy requirements. It 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, including exceptional listening skills.

Nice To Haves

• Master's degree or doctoral degree (Juris Doctor).
• Certified Records Manager.
• Five years of experience in policy development and/or records and information management.
• Seven years of experience in higher education operations.
• Skilled 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 development, revision, review, and retirement of university policies and associated procedures.
• Facilitate policy review processes involving 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 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.
• Review the University's policy website for accuracy and assist with functionality improvements.
• 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 retention schedules, records inventories, disposition processes, and records governance standards.
• Monitor compliance with records management policies and legal requirements; conduct assessments, advise departments, and coordinate corrective actions.
• Provide training, consultation, and support on records creation, retention, storage, access, disposition, public records requests, and information governance best practices.

Benefits

• Comprehensive benefits package, including healthcare and tuition benefits for employees and their families.
• Retirement benefits.
• Professional development opportunities.
• Work and family benefits.
• Tennessee residents do not pay state income tax.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level