Records Manager

Summary

Job Category:
Records Management
Job Title:
Records Manager
Job Category Definition:
This specialty covers the process of managing and supporting the creation, maintenance and retention of academic records including, but not limited to, registrations, transcripts, schedules, course descriptions and curriculum records.
Job Title Definition:
The Records Manager leads employees and supports diversity through hiring, retention, and promotional activities; ensures established standards of continuous quality improvement are met; provides leadership for outstanding customer service at all levels of the organization; defines goals for future organizational performance and decides on the tasks and use of resources needed to attain them; communicates goals to employees through the unit or organization; uses influence to motivate employees to achieve organizational goals; ensures operational and strategic direction and accountability; links unit operations to strategic objectives; exercises authority for unit policy and procedures and operational decisions for departments; influences organizational and community relations to develop and achieve strategic goals and manage customer relations.  Duties are performed at various levels within the defined title.
Working Conditions:

Specific physical requirements and effort are outlined in Job Responsibilities Worksheet (list of essential job duties and responsibilities specific to a particular job at the unit level) in accordance with the Americans with Disabilities Act of 1990 (ADA).

Other Requirements:
 

Levels

Level 1  

There is currently no Level 1 for this job profile.

Level 2  

Level Details
Job Code Salary Band FLSA Status
ADOP9002 H Exempt

Level 2 positions typically demonstrate intermediate planning, organizing, directing, and facilitating skills along with intermediate knowledge of employment regulations, policies, and procedures necessary to perform assigned managerial/supervisory tasks; define work objectives, plans, priorities and deadlines and delegate routine tasks appropriately; review completed work of others to verify technical soundness and adherence to deadlines; coach, mentor, and motivate staff in a fair and consistent manner to achieve goals; coach employees on practices that promote the value of diversity, safety, and environmental consciousness in the workplace; demonstrate intermediate ability to communicate using more complex terms relevant to specific discipline; develop creative recommendations for solving problems that are varied and somewhat difficult in nature but with limited scope; identify and implement changes/improvements to quality improvement processes, procedures, policies, and plans; supervise staff and coordinate activities to ensure successful completion of tasks.

Typical Education & Experience

2+ years of related experience

Bachelor's Degree or higher

Or an equivalent combination of education and experience
Typical Work Duties
  • Serve as a liaison between higher level management and assigned employees
  • Guide and train employees in varied records management activities and functions
  • Observe performance of assigned employees and conduct formal and informal evaluations as required
  • Establish and maintain relationships with customers and constituents as appropriate to accomplish objectives
  • Work with peers from outside the unit to discuss common records management issues
  • Develop requests and recommend expenditures based on unit and customer needs
  • Provide information regarding needs of the unit based on front-line experience or project plans in support of Requests for Proposals
  • Interpret and explain existing policies and ensure compliance with applicable state and federal laws and regulations as they relate to records management
  • Recommend, implement, and develop policies and procedures within established parameters
  • Make recommendations or contribute to strategic planning based on operational knowledge
  • Provide daily oversight of continuous quality improvement initiatives in unit
  • Identify improvement opportunities or changes to current initiatives and recommend appropriate actions
  • Promote professional development of assigned employees through training opportunities and initiatives

This profile is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions in this job title and should not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his/her supervision. The use of a particular expression or illustration describing duties should not be held to exclude other duties not mentioned that are of a similar kind or level of difficulty.

Level 3  

Level Details
Job Code Salary Band FLSA Status
ADOP9003 I Exempt

Level 3 positions typically demonstrate proficient ability in work design, project management, financial planning and development of goals for accomplishing difficult unit assignments; demonstrate awareness of emerging trends, and changes in employment regulations, policies and procedures to proactively address issues; review completed work of others for conformity to policy, and effectiveness of approach; delegate more advanced tasks to others; facilitate optimal group dynamics and evaluate employee performance on difficult work assignments and recommend appropriate developmental opportunities; develop and implement practices that promote a culture of diversity, safety, and environmental consciousness and that is conducive to effective relationships among diverse groups of employees; use diplomacy and advanced communication skills in unstructured settings; modify, adapt, or refine guidelines, if necessary, to resolve issues or problems; develop, evaluate, enhance, and/or implement quality improvement practices, processes, procedures, or policies that have an impact on unit operations.

Typical Education & Experience

4+ years related experience

Bachelor's Degree or higher

Or an equivalent combination of education and experience
Typical Work Duties
  • Act as liaison between higher level management and assigned employees
  • Manage and address problem situations with customers
  • Develop relationships with external constituents as appropriate to accomplish objectives
  • Work with peers from across the University to discuss common records management issues
  • Refer inquiries; provide information or expert advice; consult or negotiate as directed
  • Speak on behalf of the unit as prescribed by director or executive
  • Lead project teams based on a description of desired outcomes in required timeframe
  • Direct assigned employees to ensure operational processes are completed in an accurate and timely manner
  • Delegate projects or responsibilities to assigned employees
  • Provide budget information and assist in forecasting requirements in the areas of staffing, equipment, software, etc.
  • Delegate responsibility for developing budgets to lower level manager(s)
  • Provide information or make recommendations on expenditures
  • Implement resource distribution plans as directed by higher level management
  • Recommend and/or write requests for proposals (RFPs)
  • Review vendor responses to RFPs, make recommendations, and participate in the selection process
  • Recommend changes in operational procedures when determined to be in the best interest of the unit and based on broad perspective
  • Assist the higher level management in overseeing adherence to unit and University policies and procedures and training others in administration of such policies and procedures
  • Make recommendations for changes to University policies and procedures related to records management
  • Participate in developing plans for achieving strategic unit goals
  • Implement strategic goals as directed, working to achieve buy-in from assigned employees
  • Develop continuous quality improvement initiatives and ensure they are appropriately implemented
  • Provide advice and guidance on a wide range and variety of moderately complex records management issues
  • Evaluate and recommend adoption of new or enhanced approaches to delivering services

This profile is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions in this job title and should not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his/her supervision. The use of a particular expression or illustration describing duties should not be held to exclude other duties not mentioned that are of a similar kind or level of difficulty.

Level 4  

Level Details
Job Code Salary Band FLSA Status
ADOP9004 K Exempt

Level 4 positions typically demonstrate advanced skills in budget management, business development, communications, and leadership and execution of objectives critical to unit's success; provide detailed plans for changes to specific policies and procedures that may result from trends and changes in overall direction of functional and/or organizational responsibilities; monitor completed work of others to ensure soundness of approach, effectiveness in meeting requirements, the feasibility of recommendations and adherences to requirements; evaluate and enhance practices that promote a strong commitment to inclusionary practices which support diversity, safety, and environmental consciousness throughout the University; demonstrate diplomacy in persuading and influencing a variety of people to achieve results; resolve complex, controversial or unprecedented issues and problems, and demonstrate sound judgment by considering values, risks, impact and implications of actions throughout organization; set clear expectations and hold management team accountable for effectively coaching, mentoring and motivating their respective staffs; develop, evaluate, enhance, and/or implement quality improvement practices, processes, procedures, or policies that have an impact on University operations.

Typical Education & Experience

8+ years related experience

Bachelor's Degree or higher

Or an equivalent combination of education and experience
Typical Work Duties
  • Act as liaison between higher level management and assigned employees
  • Effectively work with individuals at higher levels across the institution; interactions may include negotiations and strategy development
  • Manage and address problem situations with customers
  • Represent the unit as prescribed by the director or executive
  • Refer inquiries; provide information or expert advice; consult or negotiate as directed
  • Work with peers external to the University to discuss common records management issues
  • Assign responsibility on a unit basis to achieve operational and University goals and meet strategic objectives
  • Utilize excellent project management skills in order to accomplish assignments, delegating according to project plans
  • Develop or oversee budget development as prescribed by the director or executive
  • Approve budget recommendations as submitted by lower level manager(s)
  • Review requests to shift expenditures within the established budget as needs change
  • Develop and plan resource allocation and distribution for multiple units, including employees, equipment, and other resources
  • Prepare formal proposals requesting major expenditures
  • Work with higher level management to determine best allocation across the unit, prioritizing unit needs across the University, prioritizing unit needs with University goals
  • Delegate resource allocation to managers and supervisors
  • Implement change management procedures where shifts in resource allocation have significant impact on the unit, and/or University
  • Coordinate the development of RFPs by initiating requests for information
  • Develop, review, recommend and/or approve RFPs
  • Review RFPs to ensure appropriate level of specificity, accuracy, feasibility, and alignment with budget allocations, integration considerations, and/or other parameter
  • Develop and/or ensure implementation of internal policies
  • Develop and/or approve operational procedures
  • Participate in the development of the unit’s strategic plan
  • Recommend strategies, especially where impact of strategy affects other departmental units, or requires cooperation with external entities
  • Develop strategies for achieving unit and University strategic goals
  • Ensure appropriate application, implementation, monitoring, measurement, evaluation, analysis, and adjustment occur within functional areas to ensure the quality standards are met
  • Provide advice and guidance on a wide range and variety of complex records management issues
  • Make recommendations that influence unit or University-wide policies, procedures, or programs related to records management
  • Design, develop, and manage systems that meet current and future records management needs
  • Prepare and present briefings to higher level management officials on complex or significant records management issues

This profile is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions in this job title and should not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his/her supervision. The use of a particular expression or illustration describing duties should not be held to exclude other duties not mentioned that are of a similar kind or level of difficulty.

Level 5  

Level Details
Job Code Salary Band FLSA Status
ADOP9005 L Exempt

Level 5 positions typically demonstrate awareness of broad issues and management trends and evaluate the impact of policy and procedure changes and adjust accordingly; apply management principles to ensure optimal performance throughout organization; ensure appropriate skills are developed and maintained at all levels of responsibility and realign staff responsibilities to meet desired changes in organization and/or University mission; develop plans, practices and efforts to ensure optimal support or diversity, safety, and environmental consciousness throughout the University; demonstrate high level of diplomacy in persuading and influencing a wide variety of people at various levels and locations to achieve results; develop and implement solutions to highly complex and often controversial problems that may have University-wide impact and establish new precedents for solving problems; develop and articulate broad goals and objectives for unit with multi-functions or University-wide impact; develop, evaluate, enhance, and/or implement quality improvement practices, processes, procedures, or policies that have a strategic impact on University operations.

Typical Education & Experience

12+ years of related experience

Bachelor's Degree or higher

Or an equivalent combination of education and experience
Typical Work Duties
  • Apply a high degree of diplomacy and judgment in persuading and influencing a wide variety of people at varying levels to achieve results; interactions include negotiations, strategy development, legal preparation, and timing
  • Represent the unit as prescribed by the director or executive
  • Utilize excellent project management skills in order to accomplish significant or major undertakings, delegating according to project plans
  • Exercise final approval and delegation authority
  • Participate in the development of a consolidated budget for the unit, either by providing information or working with executive and other senior level management to determine University priorities, with regard to major or significant expenditures, available revenue, resource allocation or redistribution, etc.
  • Outline parameters under which expenditures may be shifted within the established budget as needs change
  • Authorize expenditures based on unit, University, and/or customer needs
  • Develop and plan resource allocation and distribution for the unit, including staff, equipment, and other resources
  • Authorize/approve requests to shift expenditures within the established budget as needs change
  • Prepare formal proposals requesting major expenditures
  • Oversee change management process where shifts in resource distribution have significant impact on the University
  • Accept or decline vendor responses to RFPs, as delegated by the executive
  • Administer and direct compliance of unit and University policies as they relate to records management
  • Recommend changes to University policies and procedures related to records management and to ensure compliance with state and federal statutes
  • Lead development of the unit’s strategic plan within assigned functional area
  • Coordinate implementation of strategies where they impact other units or require cooperation with external entities
  • Evaluate effectiveness of strategies and determine if outcomes are in alignment with University objectives
  • Ensure appropriate application, implementation, monitoring, measurement, evaluation, analysis, and adjustment occur within functional areas to ensure the quality standards are met
  • Develop new theories, concepts, principles, standards, and methods in specialty area(s) and apply to previously unsolved records management problems
  • Serve as senior expert and consultant to top management officials on a variety of situations and issues that involve applying or adapting new theories, concepts, principles, methods, or practices as they relate to records management
  • Make decisions or recommendations that significantly influence important University policies or programs
  • Prepare and present briefings to executives or other senior management officials on complex/controversial records management issues

This profile is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions in this job title and should not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his/her supervision. The use of a particular expression or illustration describing duties should not be held to exclude other duties not mentioned that are of a similar kind or level of difficulty.