Records Analyst - UW Medicine Regulatory & Business Affairs

University of Washington•Seattle, WA

1d•Hybrid

About The Position

UW Medicine Regulatory & Business Affairs Office has an outstanding opportunity for a Records Analyst to join their team. Reporting to the Assistant Director of the UW Medicine Public Records Program, the Records Analyst helps UW Medicine meet its compliance obligations under the Washington State Public Records Act (PRA) while supporting a high-integrity, service-oriented records program. This role coordinates complex and often sensitive public records requests across academic, clinical, and administrative environments, partnering with UW Medicine departments, Dean’s Office units, Hospitals & Clinics units, individual record holders, and the UW Office of Public Records. The Records Analyst brings sound judgment, tact, and discretion to work that protects trust, promotes transparency, and helps UW Medicine respond accurately and thoughtfully to increasing records request volumes.

Requirements

Bachelor’s degree in any field and three or more years of related experience.
Strong organizational skills with demonstrated ability to manage multiple priorities, frequent deadlines, interruptions, and changing priorities in a high-volume academic, clinical, research, or comparable environment.
Excellent verbal and written communication skills, including the ability to prepare professional reports and communications for internal and external audiences.
Demonstrated ability to exercise good judgment, take appropriate initiative, accurately apply guidelines and protocols, and know when to elevate or coordinate a matter.
Ability to handle confidential and executive-level information with tact, discretion, diplomacy, and professionalism while maintaining effective working relationships.
High attention to detail and ability to analyze large volumes of complex information under strict legal deadlines.
Proficiency with Microsoft 365 tools, including Excel, Word, Outlook, PowerPoint, SharePoint, OneDrive, and Teams, as well as Adobe.

Nice To Haves

Knowledge of the Washington State Public Records Act (PRA), Health Insurance Portability and Accountability Act (HIPAA), and other laws or policies that may impact UW Medicine records management and disclosure.
Experience in compliance, public records management and review, document review, or records management requiring strong analysis, research, and communication skills.
Washington Association of Public Records Officers (WAPRO) certification.
Master’s degree in Library and Information Science, Public History, Archival or Records Management, or a related field.

Responsibilities

Independently manage an assigned caseload of complex public records requests from intake through closure, including request interpretation, workflow tracking, status documentation, and timely compliance in established systems such as NextRequest.
Coordinate with the Assistant Director, UW Medicine departments and units, and individual record holders to identify responsive records, provide guidance on gathering electronic records, and support accurate, complete, and timely production.
Review large volumes of complex and sensitive records; identify, apply, and document PRA exemptions, redactions, withholdings, and exemption logs; draft legally significant communications; and elevate legal, financial, operational, or reputational risks as appropriate.
Identify legal, financial and brand risks and independently research public records compliance law for proper review and application of exemptions.
Participate and support the development and maintenance of public records education and training materials for UW Medicine personnel.
Provide public records training for UW Medicine personnel.
Participate and support the development, implementation, and maintenance of processes, procedures, and guidelines for the UW Medicine records program.
Organize, maintain, index, retrieve, and document public records and central file systems in alignment with University retention schedules and professional records management practices.
Coordinate records stored off-site and support transfers to University Archives and University Records Management Services, including arranging and describing records according to accepted standards.
Support records management projects, reporting, digitization efforts, process documentation, retention schedule development, and other continuous improvement activities for the records program.
Perform special projects and other tasks related to the UW Medicine Regulatory & Business Affairs Office as assigned.