Penn State Job Catalog

The defined natural career progression within or between job profiles.

University Records

The Records Analyst has oversight for large scope institutional records management programs (i.e. University wide); works in collaboration with units and departments across the University to analyze records, write descriptions, and research appropriate retention and disposition requirements; drafts, edits, and proposes policies and procedures; conducts research of federal and state laws, institutional policies and procedures, as well as departmental/unit business processes and services to understand records management requirements.

• Oversee the collection, classification, storage, retrieval, and disposition of University records (both controlled and uncontrolled)
• Review, assess, and analyze records; ensure proper classification; provide consultation and subject matter expertise on records management practices and/or projects; identify areas of risk, improvements, and efficiencies
• Respond to questions and issues concerning policies, processes, and procedures; provide guidance to stakeholders for evaluation of materials that should or should not be retained; ensure compliance with University and governmental regulations
• Serve as the subject matter expert and work directly with researchers, faculty, staff, and students to ensure appropriate access to available materials; develop and maintain finding aids, indexes, and digital resources to facilitate access to records
• Implement preservation practices to protect and extend the life of archival materials, including climate control, proper storage, and handling procedures; ensure materials at high risk for time-related degradation are preserved according to best practices
• Conduct research including benchmarking peer institutions and citing legal regulations, laws, statutes, policies, and procedures for the retention of University records
• Draft record retention schedules and file organization plans; create, administer, and maintain assessment questionnaires
• Respond to legal requests for records due to litigation, discovery, and preservation holds
• Oversee public records requests from receipt to final response
• Ensure materials that require official record keeping with government agencies and/or sponsors are appropriately filed
• Administer and monitor access and security controls to ensure the secure retrieval and transfer of records
• Audit and monitor records inventory for proper storage, retention, and disposition
• Collect necessary authorization prior to destruction of records, including confidential, transitory, HIPAA, FERPA, DoD, PCI, CUI, etc.
• Update and maintain records disaster preparation and recovery plans
• Lead records management projects for system implementation, migration, and decommissioning
• Develop training opportunities for departments and units and deliver training workshops and modules
• May maintain files; collect, organize, and review documentation; generate, edit, and submit summaries and reports
• May supervise staff members, including hiring, development, and performance management

Level:

– Supervisor

Base Description:

– Supervises direct reports, but primarily completes activities, tasks, and/or projects of a functional nature.

Level Summary:

– Demonstrates appropriate knowledge to perform own work; spends majority of time on tasks related to own job responsibilities. Demonstrates baseline planning, organizing, directing, and facilitating skills. Reviews completed work of others to verify accuracy and quality. Follows recommended approaches to assigned work. Supervises assigned staff and coordinates routine work activities. Monitors employee interactions and facilitates a productive working environment. Communicates instructions and policies in a consistent, effective and timely manner. Identifies and addresses concerns appropriately. Makes recommendations for possible solutions.

Supervisory Responsibilities:

– Typically oversees at least 2 full–time direct reports or equivalent team of part–time and/or student workers (for Support track, performs work at Senior Support level or higher; for Professional track, performs work at the Advanced Professional level or higher)

Fiscal Responsibilities:

– May validate and pay invoices
– May monitor/track budgets for specific area and/or grant(s)

Problem Solving:

– Encounters generally routine problems with progressively more complex and/or varied problems
– Typically follows standard operating procedures to resolve problems
– May apply specialized knowledge and skills to resolve complex and/or varied problems
– Applies proven and tries new approaches when solving problems

Independence of Action:

– Works with minimal supervision on difficult work assignments, conferring with manager on unusual matters
– Follows precedents and procedures
– Organizes work of direct reports and may set priorities within general guidelines established by manager
– Reviews the work of others to verify accuracy, quality, and conformance to required procedures and special instructions

Communication and Collaboration:

– Communicates internally within working unit and the University
– Communicates with external audiences for scheduling/coordination
– May communicate with external audiences for business purposes
– Collaborates closely with team members; may interact with other staff outside of area
– Utilizes a communication style that is appropriate for a given situation
– Interprets and communicates information, ideas and instructions clearly and accurately both verbally and in written materials

• Comp Grade – 7
• Minimum – $46,400.00
• MidPoint – $56,800.00
• Maximum – $67,300.00