Oregon State University
University Records Manager
Position Information
Department Library (DLB)
Position Title Specialist 1-Archivist
Job Title University Records Manager
Appointment Type Administrative/Professional Faculty
Job Location Corvallis
Position Appointment Percent 100
Appointment Basis 12
Faculty Status Regular
Tenure Status N/A
Pay Method Salary
Pay Period 1st through the last day of the month
Pay Date Last working day of the month
Recommended Full-Time Salary Range $51,072-$86,904
Position Summary
The Library is seeking a University Records Manager. This is a full-time (1.0 FTE), 12-month, professional faculty position.
The University Records Manager is a Professional Faculty position within the OSU Libraries’ Special Collections and Archives Research Center (SCARC) and reports to the Center’s University Archivist. The University Records Manager is responsible for coordinating records management services and workflows within Oregon State University Libraries and Press (OSULP) and across OSU, including: the development and implementation of records management policies and retention schedules; oversight of the university’s records centers; and identifying university records with long-term historical or administrative value. The Records Manager works collaboratively with academic and administrative units across OSU to apply policies and retention schedules, and to educate OSU employees and students about records management. In collaboration with Special Collections and Archives Research Center (SCARC) colleagues, the Records Manager fosters a culture of ethical, service-oriented stewardship. Robust and effective records management ensures that OSU identifies, preserves and provides access to the institutional records needed to perform essential functions and comply with relevant laws, regulations, and contractual requirements. The Records Manager also protects the university and its resources by ensuring that non-essential records are identified and retained or destroyed according to applicable retention policies.
The University Records Manager is a member of the Oregon State University Libraries and Press Special Collections and Archives Research Center (SCARC). As the repository for and steward of the OSU Libraries’ rare and unique materials, SCARC builds distinctive collections in five signature areas: natural resources, the history of science, university history, Oregon’s hops and brewing history, and Oregon’s multicultural communities. These collections encompass manuscripts, archives, rare books, oral histories, photographs, ephemera, audio/visual materials, and electronic records. SCARC makes these resources available to the OSU community, Oregonians, and the larger community of scholars and independent researchers, and provides opportunities for teaching, inquiry, and learning.
Position Duties
Primary Assignment (90%)
Oregon State University Libraries and Press (OSULP faculty work strategically to support research and creativity, enhance learning and build community for the students, faculty and staff of Oregon State and for the citizens of Oregon. Their work has a demonstrable impact on the three main pillars of OSU’s mission: teaching and learning, research and inquiry, and outreach and engagement. OSULP faculty apply specialized expertise from library and information science, archival studies, and related fields to ensure that the Oregon State community has rich, organized, affordable, accessible and inclusive information resources to help the OSU community learn new things, solve difficult problems, investigate important questions, and create knowledge. They also work to create or support the administrative and physical infrastructure that enables delivery of high-quality information services. OSULP faculty support the educational mission of the university, both directly and indirectly, by building the dynamic, engaging collections, services, and spaces that foster independent inquiry and learning, and by creating experiential or other learning experiences. They develop and nurture relationships with colleagues, inside the library and out, to support and enrich their work and they participate in the shared governance of OSULP and OSU. They strive to understand the diverse communities they serve, and work to make OSULP an inclusive, just organization. To support all of this, OSULP faculty engage in regular, critical reflection on practice to understand the impact of their work and to dismantle harmful assumptions.
OSULP professional faculty are expected to focus between 80-90 percent of their FTE on performance in their primary assignment. Performance in the primary assignment is evaluated annually in a structured, reflective conversation between the faculty member and their direct supervisor.
Primary Assignment includes the following specific duties and expectations for the University Records Manager:
Records Management and Archival Expertise: 80%
Creates and revises the General Records Retention Schedule. Works collaboratively with OSU units and divisions to advise on the application of the General Records Retention Schedule at the unit level for records of all formats, including paper and electronic records.
Works collaboratively with OSU departments and units to advise on the development and implementation of unit retention schedules, for records of all formats, including paper and electronic records.
Works with the University Archivist to identify records with long-term administrative and/or historical value.
Oversees the University Records Center, including: accessioning; identifying and removing records eligible for destruction; monitoring file retrieval; and supporting holds of records pertaining to ongoing or pending audits, lawsuits, litigation holds or public disclosure proceedings.
Provides records management training and consultations to the University community. Identifies and proactively connects with OSU units regarding records management issues. Supports OSU units in understanding general best practices in records management. Consults with units about issues specific to their work.
Collaborates with senior University administrators and works with the University Policy and Standards Program to develop, implement and maintain the University Records Retention Policy.
In collaboration with the Office of General Counsel and the Compliance Office, ensures that the University Records Retention Policy, General Records Retention Schedule and Unit Schedules comply with applicable federal and state laws and regulations.
Proactively monitors changes to applicable federal and state laws and regulations with implications for university records retention policies and schedules.
Facilitates communication and coordination between OSU and state government, and serves as the primary contact for records management matters with the State of Oregon Archives.
Seeks out and engages in anti-racist educational materials and trainings; engages in department wide, as well as team based, conversations regarding the implementation of anti-racist work into SCARC policies and practices; and develops and implements concrete action items regarding anti-racist work within SCARC, as well as this position’s duties.
Stays abreast of standards and best practices for equity, diversity, and inclusion in archives and records management, especially of under-represented and marginalized individuals and communities, and applies those principles in order to increase access and awareness of these materials.
Participates in SCARC Teams, such as but not limited to, the Collections and Arrangement & Description Teams to share relevant expertise with colleagues and contribute to team decision making.
Works on cross-departmental workgroups and teams as appropriate to share relevant expertise with OSULP colleagues, and build connections across OSULP around shared goals.
Supervision: 10%
Provides lead work for and mentors undergraduate and graduate students who serve as student employees, interns, and volunteers in the Special Collections and Archives Research Center.
Professional Activity (10%)
Professional activity is an important professional value in libraries and archives. OSULP faculty serve as engaged participants in the shared work of the Libraries and Press and in the shared governance of Oregon State University. As faculty members at a land grant university, they engage in professional activity to shape and strengthen their skills and the library and archival professions in Oregon and beyond, and to benefit the citizens of Oregon. Professional activity is usually closely aligned with daily practice in the primary assignment, and should allow the faculty member to: 1) enhance their professional skill set; 2) share the expertise developed through their practice with colleagues in the library, on campus, and throughout their professional communities; and 3) engage in conversations and contribute to projects that will inform and enrich their practice. OSULP faculty may, from time to time, undertake professional activity that does not directly align with their primary assignment but that does tap an area of interest or expertise or willingness that they possess; these commitments, however, should not dominate their service portfolio.
OSULP professional faculty are expected to focus between 10 and 20 percent of their FTE on professional activity. They should be able to demonstrate the impact of their work on both personal and institutional levels.
The specific duties and expectations for the Records Manager include:
Participates in collaborative activities that may include service on committees within OSULP and at OSU.
Demonstrates collegiality by actively participating in the governance and decision-making undertaken by library faculty through the Library Faculty Association (LFA).
Actively engages in professional records management, archival, and library organizations in Oregon, the region, and/or nationally, such as Northwest Archivists and the Society of American Archivists.
Minimum/Required Qualifications
Master’s degree in library/information science from an ALA-accredited institution, OR a bachelor’s degree with at least two years of professional experience in a records management role, OR being a Certified Records Manager OR being a Certified Archivist.
Comprehensive knowledge of records management theory, standards/best practices, legal issues regarding the retention and destruction of records, and technologies (including sustainable formats for electronic records).
Experience in interpreting records management policies as well as providing advice, practical assistance, and training to non-experts regarding records management projects, questions, and issues.
Effective written and verbal communication with all levels of staff, faculty, and management, including attentive listening and active conversation skills.
Experience troubleshooting, and maintaining/updating/querying databases and websites, and managing records within file storage management systems.
Ability to manage multiple projects simultaneously and with a high level of autonomy; this may include planning, coordinating, and implementing effective programs, complex projects, or service models.
Demonstrated commitment to diversity, equity, and inclusion in interactions, practice, and relationships.
This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a criminal history check and be determined to be position qualified as per OSU Standard 576-055-0000 et seq. Incumbents are required to self-report convictions and those in youth programs may have additional criminal history checks every 24 months. Offers of employment are contingent upon meeting all minimum qualifications including the criminal history check requirement.
Preferred (Special) Qualifications
Experience as a records manager in an academic or research setting.
Experience in arrangement and description of archival collections.
Experience supervising students, interns, or volunteers.
Experience determining and setting records retention schedules.
Knowledge of, and experience in, the application of standards and best practices for equity, diversity, and inclusion in archives and records management, especially of under-represented and marginalized individuals and communities, and those principles in order to increase access and awareness of these materials.
Working Conditions / Work Schedule
Travel to campus buildings from Valley Library will be part of position duties, and potential travel off campus for professional development opportunities.
This position requires a clear and unambiguous commitment to compliance of all National Collegiate Athletic Association (NCAA) regulations for Division I (FBS) universities. No
Posting Detail Information
Posting Number P06125UF
Number of Vacancies 1
Anticipated Appointment Begin Date 02/01/2023
Anticipated Appointment End Date
Posting Date 10/04/2022
Full Consideration Date
Closing Date 10/28/2022
Indicate how you intend to recruit for this search Competitive / External - open to ALL qualified applicants
Special Instructions to Applicants
When applying you will be required to attach the following electronic documents:
1) A resume/CV; and
2) A cover letter indicating how your qualifications and experience have prepared you for this position.
You will also be required to submit the names of at least three professional references, their e-mail addresses and telephone numbers as part of the application process.
The anticipated starting salary will be $51,072-$86,904.
For additional information please contact: Beth Shields, beth.shields@oregonstate.edu, (541)737-9331
OSU is committed to the health of our local and global community. All employees and students are required to comply with the university’s COVID-19 Vaccination Program. Please visit https://covid.oregonstate.edu/ for additional information about OSU’s plans for safety and success, as well as options for compliance with the vaccination program.
OSU commits to inclusive excellence by advancing equity and diversity in all that we do. We are an Affirmative Action/Equal Opportunity employer, and particularly encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQ community members, and others who demonstrate the ability to help us achieve our vision of a diverse and inclusive community.
This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a criminal history check and be determined to be position qualified as per OSU Standard 576-055-0000 et seq. Incumbents are required to self-report convictions and those in youth programs may have additional criminal history checks every 24 months. Offers of employment are contingent upon meeting all minimum qualifications including the criminal history check requirement.
https://jobs.oregonstate.edu/postings/126671