Penn State Job Catalog

The defined natural career progression within or between job profiles.

Records Coordination

The Records Coordinator creates and maintains the systems used to manage, retrieve, and secure business records for a unit; provides consultation on records policies and procedures; and supports all phases of record retention.

• Create and maintain electronic and paper record systems including work unit files, databases, document imaging systems and reports
• Support various phases of record retention including data entry, scanning, indexing, and storage
• Review and analyze records for quality and accuracy; correct discrepancies
• Process requests from internal and external customers for information while following verification and record retrieval procedures
• Respond to routine and complex questions and issues concerning unit/University policies, processes, and procedures; ensure unit compliance with University and governmental regulations
• Coordinate and contribute to the collection of data for periodic reports or grants
• Compose letters, memos, and reports requiring research and present data to support findings
• Administer and monitor access controls to ensure the secure retrieval and transfer of records
• Provide consultation and subject matter expertise on records management practices and/or projects for units including system migrations
• Develop training opportunities for department and units, contribute to training workshops and modules, develop unit specific retention schedules
• Make recommendations for efficient records practices to unit leadership
• 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 – 6
• Minimum – $42,100.00
• MidPoint – $51,600.00
• Maximum – $61,000.00