Records Management and Access Officer

Records Management and Access Officer

About University at Albany:

Established in 1844 and designated a University Center of the State University of New York in 1962, the University at Albany's broad mission of excellence in undergraduate and graduate education, research, and public service engages a diverse student body of more than 17,000 students in nine schools and colleges across three campuses.

Located in Albany, New York, New York State's capital, the University is convenient to Boston, New York City, and the Adirondacks.


Job Description:

Reporting to the University's Chief Enterprise Risk Management & Compliance Officer, the Records Access and Management Officer will be responsible for overseeing the systematic control of the creation, receipt, maintenance, use, and disposition of all records related to the university's operations. This role ensures compliance with federal, state, and university regulations regarding record-keeping and information access, facilitating transparency, and protecting the integrity of institutional records. The officer will also manage requests for records, ensure timely responses in accordance with applicable laws (e.g., Freedom of Information Law (FOIL) and Personal Privacy Protection Law).

Primary Responsibilities:

• Serve as the primary contact for internal and external stakeholders seeking access to institutional records, including handling all direct communications with the requestor.
• Process public records requests, completing all intakes, in accordance with legal standards and university policies, including contacting University offices to obtain requested records.
• In coordination with the Office of General Counsel, implement redactions of records in accordance with policies and laws.
• Develop and implement records management policies and procedures to ensure appropriate storage and destruction of university records in accordance with SUNY, NYS and federal requirements. Provide guidance, training, and support to university staff on records management processes, legal obligations, and technology use. Develop and distribute training materials, such as guides, checklists, and FAQs, to help staff understand their roles and responsibilities under FOIL/Records management.
• Collaborate with various university departments to train staff on records management best practices. Work closely with university archives, IT, legal, and other relevant departments to ensure a cohesive records management strategy
• Professional development (annual trainings, conferences, seminars, webinars etc.,) to ensure the University's management of records is consistent with laws, rules and regulations and the campus staff are compliant and knowledgeable of rules and regulations.
• Other reasonable duties as assigned

Functional and Supervisory Relationships:

• Reports to the Chief Enterprise Risk Management and Compliance Officer
• Works in collaborative relationship with the Office of General Counsel.
• May supervise employees as assigned

Job Requirements: The position requires a high degree of attention to detail, strong organizational skills, and sound judgement. It is not a position that independently will make decisions, but the staff member will need to be able to take instruction from Counsel's Office and apply it to varying circumstances. In addition, the staff member needs to be able to sort through a high volume of records and make a predetermination on which records might need to be released and which records might not fall under the requested records.


Requirements:

Minimum Qualifications:

• Bachelors degree from a college or University accredited by the US Department of Education or internationally recognized accrediting organization.
• 2 to 3 years of relevant experience
• Demonstrated experience implementing policies as well as state and federal regulations.
• Demonstrated strong organizational skills and attention to detail.
• Excellent communication and interpersonal skills to interact with a diverse university community.
• Demonstrated experience handling sensitive and confidential information with discretion.
• Visa sponsorship not available for this position.
• Applicants must demonstrate an ability to develop inclusive and equitable relationships within our diverse campus community
• Applicants must demonstrate an ability to support diversity, equity, access, inclusion, and belonging relative to their role

Preferred Qualifications:

• Master's degree from a college or University accredited by the US Department of Education or internationally recognized accrediting organization.
• Experience working in a public agency or public institution of higher education subject to FOIL.
• Certification in Records Management or similar professional certification.
• Prior FOIL management experience.

Additional Information:

Professional Rank and Salary Grade: SL-3, $56,000-$60,000

Special Note: Visa sponsorship is not available for this position. If you currently need sponsorship or will need it in the future to maintain employment authorization, you do not meet eligibility requirements.

The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, or Clery Act, mandates that all Title IV institutions, without exception, prepare, publish and distribute an Annual Security Report. This report consists of two basic parts: disclosure of the University's crime statistics for the past three years; and disclosures regarding the University's current campus security policies. The University at Albany's Annual Security Report is available in portable document format [PDF] by clicking this link http://police.albany.edu/ASR.shtml

Pursuant to NYS Labor Law 194-A, no State entity, as defined by the Law, is permitted to rely on, orally or in writing seek, request, or require in any form, that an applicant for employment provide his or her current wage, or salary history as a condition to be interviewed, or as a condition of continuing to be considered for an offer of employment, until such time as the applicant is extended a conditional offer of employment with compensation, and for the purpose of verifying information, may such requests be made. If such information has been requested from you before such time, please contact the Governor's Office of Employee Relations at (518) 474-6988 or via email at info@goer.ny.gov.

THE UNIVERSITY AT ALBANY IS AN EO/AA/IRCA/ADA EMPLOYER

Please apply online via http://albany.interviewexchange.com/candapply.jsp?JOBID=182972


Application Instructions:

Applicants MUST submit the following documents:

• Resume
• Cover letter stating all the required minimum qualifications and any of the applicable preferred qualifications
• List of 3 professional references with e-mail addresses and telephone numbers

Note : After submitting your resume, the subsequent pages give you instructions for uploading additional documents (i.e. cover letter etc.).

See the FAQ for using our online system. Please contact us if you need assistance applying through this website.

Returning Applicants - Login to your UAlbany Careers Account to check your completed application.

A review of applications will start on December 20, 2024 and the search will remain open until the position is filled.