Public Records Compliance Analyst

University of Washington•Seattle, WA

2d•$69,576 - $90,000

About The Position

The Public Records Compliance Analyst serves Finance, Planning & Budgeting (FPB) and the Office of Research, providing coordinated public records compliance across both organizations. The position reports to the Finance, Planning & Budgeting Chief of Staff, with a dotted line 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 the end-to-end management of public records requests, including advising on request scope and response strategy, directing the identification and preservation of potentially responsive records, and supporting timely, accurate, and defensible responses. The role establishes governance, accountability, and cross-unit alignment to meet obligations under the Washington State Public Records Act, University policy, and records management requirements. It also monitors compliance, identifies potential risks or non-compliance, and advises stakeholders on corrective actions and process improvements. The work involves sensitive information, competing priorities, deadlines, and coordination among multiple stakeholders. Success requires professionalism, organization, attention to detail, independent judgment, effective communication, and the ability to resolve operational challenges. The position also provides practical guidance and training to employees on public records request obligations.

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 substantial analysis, research, and communication skills; equivalent education and experience may substitute for the degree requirement.
Demonstrated ability to manage multiple projects, deadlines, priorities, and stakeholders accurately and with follow-through.
Demonstrated 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 the ability to maintain 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 the Office of Public Records for assigned requests, communicating status, risks, dependencies, anticipated production dates, and clarification needs.
Coordinate intake, routing, tracking, documentation, and follow-up to support timely and complete responses to public records requests.
Coordinate 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 materials.
Monitor deadlines, identify gaps or delays, and escalate risks, barriers, sensitive issues, or unresolved requests to appropriate leadership.
Support consistent records management practices by helping units organize materials, clarify process expectations, and improve documentation quality.
Coordinate with the Office of Public Records to clarify request scope, response expectations, timelines, and process requirements.
Handle sensitive, confidential, or high-risk information with discretion and in accordance with University policies and applicable public records requirements.
Provide practical guidance and training to employees on preservation, search, collection, documentation, and timely escalation obligations related to public records requests.
Serve as a subject matter expert, answer questions arising from public records requests, assess compliance considerations, and advise stakeholders on appropriate response requirements.
Perform other duties as assigned.