Public Records Compliance Analyst

University of Washington•Seattle, WA

23h

About The Position

The Public Records Compliance Analyst serves Finance, Planning & Budgeting (FPB) and the Office of Research, coordinating public records compliance across both organizations. The position reports to the FPB Chief of Staff, with a dotted-line reporting relationship to the Assistant Vice Provost for Research Integrity, and serves as the divisions’ principal liaison to the University Office of Public Records (OPR). The analyst coordinates end-to-end management of public records requests, advising on request scope and response strategy and directing the identification and preservation of potentially responsive records. In partnership with leaders, subject-matter experts, records custodians, and administrative teams, the analyst supports timely, accurate, and defensible responses under the Washington State Public Records Act, University policy, and records management requirements. The role also monitors compliance, identifies risks or potential non-compliance, and advises on corrective actions and process improvements. Work involves sensitive information, competing priorities, and deadlines requiring careful coordination among stakeholders. Success requires professionalism, organization, attention to detail, independent judgment, problem-solving, and effective communication with faculty, staff, administrators, and external partners.

Requirements

Bachelor’s degree in Information Management, Library Sciences, Public Administration, Business Administration, or a related field, and four years of experience in compliance, public records management, risk management, or records management requiring high levels of analysis, research, and communication; equivalent education and experience may substitute for the degree requirement.
Ability to manage multiple projects, deadlines, priorities, and stakeholders accurately and follow through.
Ability to interpret, organize, and communicate complex process requirements, policies, procedures, or compliance expectations.
Excellent written and verbal communication skills, including preparing clear updates, documentation, summaries, and professional correspondence for varied stakeholder audiences.
Advanced organizational skills and exceptional attention to detail, including maintaining accurate trackers, records, documentation, and status reporting tools.
Ability to exercise discretion, sound judgment, and confidentiality when handling sensitive or time-sensitive information.
Ability to work independently and collaboratively in a high-volume, matrixed, deadline-driven environment while balancing competing priorities and compliance obligations.
Proficiency with Microsoft Outlook, Teams, Word, Excel, SharePoint, OneDrive, and related Microsoft 365 tools.
Commitment to supporting a respectful, inclusive, and service-oriented work environment.

Nice To Haves

Experience working in higher education, public sector administration, or a large decentralized organization.
Familiarity with University of Washington systems, organizational structure, policies, and administrative processes.
Knowledge of the Washington State Public Records Act.

Responsibilities

Serve as a primary liaison between FPB and Office of Research units and OPR for assigned public records requests, communicating status, risks, dependencies, anticipated production dates, and requests for clarification.
Coordinate intake, routing, tracking, documentation, and follow-up to support timely and complete responses to public records requests.
Work with leaders, unit contacts, administrative staff, and subject-matter experts to identify and gather potentially responsive records according to established timelines and procedures.
Develop and maintain workplans for concurrent requests, establish milestones, assign follow-up actions, monitor progress, escalate delays, and document completion.
Maintain public records trackers, request documentation, correspondence records, status notes, and other compliance and continuity records.
Monitor deadlines, identify gaps or delays, and escalate risks, barriers, sensitive issues, or unresolved requests to appropriate FPB and Office of Research leadership.
Support consistent records management practices by helping units organize materials, clarify process expectations, and improve documentation quality.
Coordinate with OPR to clarify request scope, response expectations, timelines, and process requirements.
Handle sensitive, confidential, or high-risk information discreetly and in alignment with University policies and applicable public records requirements.
Provide practical guidance and training to FPB and Office of Research employees on preservation, search, collection, documentation, and timely escalation obligations.
Provide subject-matter expertise and guidance on questions arising from public records requests, assess compliance considerations, and advise stakeholders on response requirements.
Perform other duties as assigned.