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University Records Officer
Job Description
Posting Number
PG193269EPInternal Recruitment
NoWorking Title
University Records OfficerAnticipated Hiring Range
$70,000-$75,000Work Schedule
Monday - Friday, 8am-5pmJob Location
Raleigh, NCDepartment
Office of General CounselAbout the Department
The Office of General Counsel is a dedicated team of legal advisors, counselors, and professional staff committed to serving our clients by facilitating creative, collaborative solutions. We offer high quality advice to assist our clients in their daily decision making and to further the university’s goals and initiatives. We counsel the university community on legal and risk management matters in a collegial, responsive manner. Our passion is service; our standard is excellence.
Essential Job Duties
Reporting to the Deputy General Counsel and at the direction of the Vice Chancellor and General Counsel and Deputy General Counsel, will advise University senior officers and a wide range of other internal clients on all aspects of responding to and complying with public information requests and assuring that University policies and practices appropriately recognize and address protected employee, student, and other institutional records and confidential information. Working with substantial independence and discretion, this position will be responsible for developing strong relationships across the campus community, often at an executive level, in order to lead an effective public records and institutional records program that supports the activities of a diverse and highly complex public university.
The University Records Officer will engage requesters regarding interpretation and clarification of requests; research existing records and data in response to requests; serve as the primary person to prepare records for public release and/or withholding; and coordinate all aspects of the request-processing phases (including fee determination, engaging requesters regarding interpretation and clarification of requests, and planned responses). The University Records Officer will be responsible for supporting institutional strategic planning efforts and initiatives as they relate to matters of public records access and privacy assurances. The University Records Officer will coordinate or participate in campus-wide and/or unit-level assessments of records related administrative processes in order to enhance effectiveness and support the university’s ongoing quality improvement efforts and on data security committees.
The University Records Officer must research, interpret and stay current with relevant laws, court opinions and other legal developments related to public records. In carrying out these duties, the incumbent will direct, manage and oversee all phases of the University’s compliance with its obligations under State and federal laws governing access to and disclosure of University records and act as a subject matter expert in these areas.
The University Records Officer will manage the response to requests for University public records, court orders, assist with subpoenas as necessary, and provide expert guidance in such matters to senior officers and staff across the University. This responsibility includes determining the extent to which access to requested documents may be granted and assuring that appropriate responses are carried out pursuant to all relevant State and federal laws, regulations, policies, court cases, and Attorney General opinions. In carrying out the responsibilities, on behalf of the Vice Chancellor and General Counsel and Deputy General Counsel, the University Records Officer will direct university administrators, communications directors, and others in assuring the University’s responses are compliant and timely. This responsibility also includes but is not limited to redacting confidential information from otherwise responsive records, working with other University units to respond to requests for research-related data, assessing and collecting costs associated with requests (as required), and maintaining documentation of requests.
The University Records Officer will develop periodic analytical reports and develop ad-hoc reports as required or requested by the Executive Officers. This position will also provide expert assistance and guidance to senior officers and other internal university clients about records retention compliance. This position will have responsibility for developing and delivering electronic resources, training materials and multiple workshops on relevant public records laws and requirements to university clients on behalf of the Office of General Counsel.
Provide additional administrative, litigation, and/or compliance support to the university Office of General Counsel, as assigned by the Vice Chancellor and General Counsel and as workload availability allows.
Minimum Education and Experience
Requires a relevant post-Baccalaureate degree with a minimum of three (3) years or greater experience of related professional experience, or a relevant undergraduate degree and a minimum of five (5) years or greater of relevant experience may be substituted for the advanced degree.
Other Required Qualifications
- Familiarity with navigating public records, privacy laws, and E-discovery within a complex, decentralized environment.
- Demonstrated ability to apply problem-solving strategies to legal developments, policies, and procedures.
- Comfortable exercising discretion in formulating, interpreting, and implementing regulations.
- Demonstrate sound judgment and attention to detail under time pressures.
- Strong organizational skills with the ability to work effectively and autonomously.
- Proven track record of fostering mutually-respectful relationships with key stakeholders and constituencies.
- Excellent public-speaking, oral and written communication skills
Preferred Qualifications
- Knowledge of commonly-accepted data privacy and security standards.
- Knowledge of Google suite, Adobe software, and creating multi-media presentations.
Required License(s) or Certification(s)
N/A
Valid NC Driver's License required
YesCommercial Driver's License required
NoJob Open Date
03/06/2024Anticipated Close Date
Open Until FilledSpecial Instructions to Applicants
In addition to completing the application, please attach a cover letter, resume, and contact information for three (3) professional references.
Position Number
00110709Position Type
EHRA Non-FacultyFull Time Equivalent (FTE) (1.0 = 40 hours/week)
1.0Appointment
12 Month RecurringMandatory Designation - Adverse Weather
Non Mandatory - Adverse WeatherMandatory Designation - Emergency Events
Non Mandatory - Emergency EventDepartment ID
270101 - Office of General CounselAA/EEO
NC State University is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, gender identity, age, sexual orientation, genetic information, status as an individual with a disability, or status as a protected veteran. Individuals with disabilities requiring disability-related accommodations in the application and interview process are welcome to contact 919-515-3148 to speak with a representative at the Office of Institutional Equity and Diversity.
If you have general questions about the application process, you may contact Human Resources at (919) 515-2135 or workatncstate@ncsu.edu.
Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. Degree(s) must be obtained prior to start date in order to meet qualifications and receive credit.
NC State University participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States.
If you have general questions about the application process, you may contact Human Resources at (919) 515-2135 or workatncstate@ncsu.edu.
Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. Degree(s) must be obtained prior to start date in order to meet qualifications and receive credit.
NC State University participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States.
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