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:

– Advanced Professional

Base Description:

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

Level Summary:

– Demonstrates proficient and comprehensive knowledge of defined skill areas/applications. Applies knowledge of principles, practices, and procedures of a particular field to decision-making and problem–solving. Works under minimum supervision on varied and sometimes difficult work assignments, conferring with supervisor or subject matter experts on unusual matters. May lead others or a team in completion of complex assignments. Interprets and communicates information clearly, accurately, and persuasively. Researches and tries new approaches when solving difficult or novel problems.

Supervisory Responsibilities:

– Indirect supervisor or mentor 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
– May monitor/track budgets and funding

Problem Solving:

– Encounters generally routine problems with progressively more complex and/or varied problems
– Typically follows recommended course of action and procedures to resolve problems
– May apply specialized knowledge and skills to resolve complex and/or varied problems, with supervisor oversight
– Researches and tries new approaches when solving problems

Independence of Action:

– Works with minimal supervision on more difficult work assignments, conferring with supervisor on unusual matters
– Follows precedents and procedures
– May set priorities and organize work within general guidelines established by supervisor

Communication and Collaboration:

– Communicates internally and externally within working unit and the University
– May communicate with external audiences for business purposes
– Promotes open communication in a manner that builds relationships among team members
– Applies appropriate strategies for managing conflict; negotiate reasonable compromises; propose and evaluate possible solutions
– Interprets and communicates information, ideas and instructions clearly, accurately and persuasively both verbally and in written materials intended for distribution

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