Penn State Job Catalog

Additional levels that exist for this job profile can be seen below.

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:

– Senior Professional

Base Description:

– Completes activities, tasks, and/or projects of a functional nature.

Level Summary:

– Demonstrates advanced knowledge of principles, practices, and procedures of a particular field. Works independently on moderately complex work assignments under limited oversight, reviews progress, and evaluates results. Monitors work and projects ensuring timeliness, quality, and efficiency. Identifies and mobilizes resources to achieve outcomes. Trains others and reviews progress with management. Presents ideas, concepts, and instructions in a clear and persuasive manner. Develops new techniques, concepts, and approaches and applies them to moderately complex and strategic and/or operational issues.

Supervisory Responsibilities:

– Indirect supervisor for other full–time employees
– May serve as direct supervisor for part–time, student, and/or temporary workers, volunteers, or a full–time employee

Fiscal Responsibilities:

– May validate and pay invoices
– Monitors and tracks budgets and funding

Problem Solving:

– Encounters moderately complex problems
– Applies specialized knowledge and skills to resolve problems
– Understands benefits, limitations, and impact of potential solutions

Independence of Action:

– Works independently on moderately complex work assignments, reviews progress, and evaluates results
– May set priorities and organize work within general guidelines established by supervisor
– May review the work of others to verify accuracy 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
– Coaches others in using appropriate strategies for resolving conflict; negotiating reasonable compromises; and proposing and evaluating possible solutions
– Give candid and constructive feedback to others to influence and persuade managers and employees to accept and implement findings and recommendations

• Comp Grade – 8
• Minimum – $51,000.00
• MidPoint – $62,500.00
• Maximum – $74,000.00