Vice President, Records Management

About the position

The Vice President of Records oversees the strategic and operational management of the Records Management Department, including the direct supervision of departmental staff. This role is responsible for the administration and continuous enhancements of NYCEDC's Records Management Program, ensuring alignment with organizational goals and regulatory requirements. The VP works with their direct reports to develop and implement policies and procedures across all program components, such as records retention, vital records, file management (active and inactive), imaging, and electronic document and records management systems. The VP collaborates with cross-functional teams, including MIS, Legal, and all departments, as well as external vendors, to drive continuous improvements of processes supporting the information life cycle for both physical and electronic records. Additionally, the VP manages vendor relationships, and maintains contracts and SLA's to ensure efficient and cost-effective operations that support NYCEDC's Records and Information Management objectives.

Responsibilities

• Supervises Records Management staff including recruiting, hiring, and delegating and assigning work as appropriate to employees' capabilities and NYCEDC needs.
• Ensures all employees are oriented to their position and provided with appropriate training, professional development and continuing education; monitors performance, provides coaching and feedback on an ongoing basis; maintains a positive work environment.
• Develops and manages budget by assessing personnel, technology and operational needs; prepares cost-benefit analyses and feasibility studies.
• Strives to obtain compliance with the Records Management policy and retention schedule and ensures that both meet legal requirements and are up to date.
• Provides orientation and training to the corporation's staff, supervising and answering complex Records Management Help Desk inquiries.
• Performs data analysis and identifies opportunities for cleanup and normalization, especially with respect to legacy data.
• Maintains strong understanding of department functions across the organization and strategizes outreach, training, and optimal department efficacy; ensures all training materials contain current corporation and industry best practices.
• Implements and monitors records destruction, including transmission of destruction order to the corporation's offsite storage facility, obtains and preserves records destruction documentation, and update disposed records accordingly.
• Reviews Destruction Eligibility Reports as needed to ensure compliance with the Corporation's Records Retention Program.
• Researches records management issues, including but not limited to records retention and destruction, electronic records best practices, and information governance.
• Administers Legal Holds, including identification of records subject to a Legal Hold and maintains Legal Hold status on these records until released.
• Identifies strategies to improve department and company-wide record procedures and workflows.
• Plans the efficient use of onsite and offsite storage space in order to minimize storage and retrieval costs.
• Identifies any risks associated with records storage, formats, etc. and works to mitigate those risks.
• Correctly interprets and applies NYCEDC policies and procedures. Manages all vendor contracts, service agreements, and purchase agreements.

Requirements

• Bachelor's Degree or equivalent.
• Minimum 6 years of work experience in Records Management, including digital records and/or archives or libraries.
• Advanced knowledge of records management concepts and principles (including but not limited to classification, life cycle management, and conversion).
• Proficiency in M365 and Records Management software applications.
• Proficient understanding of metadata and physical and digital record format preservation standards.
• Keen attention to detail and ability to prioritize competing needs and opportunities.
• Demonstrated written and verbal communication skills, including the ability to communicate effectively and inclusively across all levels of the organization.
• Proven leadership and managerial skills, with experience guiding teams and projects.
• Execution oriented self-starter, with the ability to work independently and manage multiple tasks and timelines.
• Comprehensive knowledge of metadata standards and schema, and how to apply them to records.
• Proven analytical, administrative, organizational, planning, and problem anticipating/solving skills.
• New York City residence is required within 180 days of hire.

Nice-to-haves

• Extensive experience with records management, document management, or similar database implementation.
• Master of Library and Information Science (MLIS) Degree, Certified Records Manager (CRM) certification, or equivalent a plus.

Benefits

• Generous employer subsidized health insurance
• Medical, dental, and pharmacy plans
• Vision and hearing benefits
• Flexible spending accounts for healthcare and dependent care
• Short term and long-term disability coverage
• 100% employer covered life insurance and supplemental life insurance coverage
• Up to 25 vacation days
• Floating Holidays and Summer Fridays
• Parental leave - up to 20 paid weeks
• Retirement savings programs
• Company-paid 401(a) defined contribution plan
• 457(b) tax-advantaged retirement savings plan
• Tuition Reimbursement program
• Continuing education and professional development
• Public Service Loan Forgiveness (PSLF) eligible employer
• College savings plan
• Backup childcare
• Gym membership discounts
• A Calm.com membership for mindfulness and mental health support
• Employee discounts through Plum Benefits and much more