Description

The Office of Compliance at the University of Virginia seeks an individual to serve as the University Records Officer for the University’s Academic Division. Reporting to the Assistant Vice President for Compliance, this full-time position will manage and refine the Academic Division’s overall records management program and help ensure compliance with applicable records management laws and regulations.

The University Records Officer will be primarily responsible to: 

• Manage the University Records & Information Management Office ("RIM") and its functions.
• Maintain current knowledge of applicable records management laws, regulations, policies, accreditation standards, and best practices to monitor advancements in records and information management.
• Develop and maintain RIM policies for the University.
• Supervise two records analysts and wage-hour staff/intern (as used).
• Develop and manage the RIM budget, reconciling expenses on a monthly basis to confirm that budget constraints are maintained.
• Act as the Records Officer (designated with the Library of Virginia) for the University providing approvals for destruction of records.
• Collaborate with the University of Virginia Library, Special Collections Library on procedures and policies for transferring permanent records to the University archives.
• Develop standards for the creation and disposition of electronic records at the University.  Assess and review current and future electronic records systems in use at the University for compliance with regulations and standards for trustworthy electronic records.
• Develop and provide in-person and web-based records management training series for faculty and staff and/or collaborate with other offices to include records management topics in training.
• Serve as the lead contact for eDiscovery requests including litigation, Freedom of Information Act (FOIA), and other related investigation and business continuity issues.
• Act as lead administrator for eDiscovery software (Saas) service to the University.  Includes managing cases, providing training and other guidance to users, and assignment for project management to RIM team members for cases.
• Lead on Microsoft 365 Compliance Center implementation across the enterprise and multiple tenants.
• Coordinate with Health Information Systems staff on the collection of data for investigations and discovery purposes.
• Collaborate with the Assistant Vice President for Compliance, FOIA Officer, University Counsel, Information Technology Services (ITS), and other members of the Compliance Network and university community to further compliance with policies and maintain an effective records and information management program.
• Perform other duties as assigned to benefit the University’s institutional compliance program.

This position is based in Charlottesville, VA, in an office that operates on a hybrid work schedule, currently with two days per week in the office in person and three days working from home. Working a fully remote schedule is not an option, since the work includes management of physical records.

Requirements

Minimum Qualifications

• Education: Bachelor's degree
• Experience: At least eight years of relevant experience

Preferred Qualifications

• Advanced degree in a relevant field and 10 years of relevant experience
• Proven track record of implementing a records management program across a major organization and translating legal, policy, and regulatory trends into leadership communication, operating practices, and institutional guidelines
• Proven ability to effectively communicate records management requirements to all levels of the institution, including University senior leadership, faculty, management, staff, students, and other community members
• Qualitative, analytical, writing and presentation skills
• Professional records management experience in a university setting or in an agency operating under the Virginia Public Records Act is strongly preferred
• Certified Records Analyst (CRA), Certified Records Manager (CRM), or an equivalent certification is strongly preferred 

Physical Demands

This is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require traveling some distance to attend meetings and programs.