& Records Coordinator
Department: Office of General Counsel - 605000
Minimum Qualifications
Bachelor's degree and one year of experience related to the area of assignment; or equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions.
License/Certification Required
Essential Job Functions
This position provides comprehensive operational, administrative, and analytical support for the Division; provides division-level data analytics, reporting, process improvement, and administrative support to advance strategic goals, operational effectiveness, and regulatory compliance. In addition to providing support for the Division, the position will work directly with professional staff in the following Division offices: Compliance and Ethics, Risk Management, and Internal Audits. The position will also serve as the primary coordinator for public records requests, working closely with the attorney assigned to advise on public records requests in the Office of General Counsel to ensure timely, accurate, and compliant responses.Responsibilities:Public Records Request Coordination (30%)Serves as the Division's primary coordinator for public records requests and records-related inquiries. Responsibilities include: coordinating all public records requests received by the University in collaboration with the Public Records Officer, General Counsel, IT, Human Resources, and other campus stakeholders; reviewing requests and assisting in identifying potentially responsive records, custodians, departments, and data sources; developing and maintaining tracking systems to monitor requests, deadlines, responses, and associated documentation; coordinating document collection efforts among multiple offices and employees; assisting with records preservation, litigation holds, and document retention requirements; conducting preliminary reviews of collected records for completeness and organization prior to legal review; organizing, indexing, and preparing records for production using electronic document management and e-discovery system; monitoring statutory and institutional response timelines to ensure compliance with applicable public records laws, regulations, and University policies; developing procedures, guidance documents, and training materials related to records management and public records processes; maintaining confidential and sensitive information in accordance with legal and institutional requirements; preparing reports and metrics regarding public records requests, response times, trends, and workload indicators; serving as liaison between divisional departments and other University departments throughout the records process.
Data Analytics (35%)Provide data analysis, reporting, and decision-support services to divisional leadership. Responsibilities include: collecting, analyzing, validating, and interpreting operational and organizational data from multiple University systems and sources; developing and maintaining dashboards, reports, scorecards, and visualizations to support strategic planning and decision-making; identifying trends, risks, opportunities, and performance indicators through quantitative and qualitative analysis; preparing recurring and ad hoc reports for divisional leadership and administration; monitoring divisional/departmental key performance indicators and provide analysis of outcomes and performance trends; ensure data integrity and compliance with University policies governing data access, security, and privacy.Operational and Administrative (35%)
Provide high-level administrative and operational support to divisional leadership and units. Responsibilities include: assisting with the coordination of divisional administrative processes, workflows, and standard operating procedures; supporting strategic planning efforts and organizational effectiveness initiatives; preparing correspondence, reports, and presentations. meeting materials, and other related items; coordinating meetings and working groups, including agenda preparation and follow-up activities; coordinating the review, routing, execution, completion, and tracking of affiliation agreements, MOU's, and other departmental agreements in collaboration with university departments, the Office of General Counsel, and other campus stakeholders; providing administrative support for University trademark, service mark, licensing, and brand protection activities
Knowledge, Skills, & Abilities Required for this Position
Department: Office of General Counsel - 605000
Minimum Qualifications
Bachelor's degree and one year of experience related to the area of assignment; or equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions.
License/Certification Required
Essential Job Functions
This position provides comprehensive operational, administrative, and analytical support for the Division; provides division-level data analytics, reporting, process improvement, and administrative support to advance strategic goals, operational effectiveness, and regulatory compliance. In addition to providing support for the Division, the position will work directly with professional staff in the following Division offices: Compliance and Ethics, Risk Management, and Internal Audits. The position will also serve as the primary coordinator for public records requests, working closely with the attorney assigned to advise on public records requests in the Office of General Counsel to ensure timely, accurate, and compliant responses.Responsibilities:Public Records Request Coordination (30%)Serves as the Division's primary coordinator for public records requests and records-related inquiries. Responsibilities include: coordinating all public records requests received by the University in collaboration with the Public Records Officer, General Counsel, IT, Human Resources, and other campus stakeholders; reviewing requests and assisting in identifying potentially responsive records, custodians, departments, and data sources; developing and maintaining tracking systems to monitor requests, deadlines, responses, and associated documentation; coordinating document collection efforts among multiple offices and employees; assisting with records preservation, litigation holds, and document retention requirements; conducting preliminary reviews of collected records for completeness and organization prior to legal review; organizing, indexing, and preparing records for production using electronic document management and e-discovery system; monitoring statutory and institutional response timelines to ensure compliance with applicable public records laws, regulations, and University policies; developing procedures, guidance documents, and training materials related to records management and public records processes; maintaining confidential and sensitive information in accordance with legal and institutional requirements; preparing reports and metrics regarding public records requests, response times, trends, and workload indicators; serving as liaison between divisional departments and other University departments throughout the records process.
Data Analytics (35%)Provide data analysis, reporting, and decision-support services to divisional leadership. Responsibilities include: collecting, analyzing, validating, and interpreting operational and organizational data from multiple University systems and sources; developing and maintaining dashboards, reports, scorecards, and visualizations to support strategic planning and decision-making; identifying trends, risks, opportunities, and performance indicators through quantitative and qualitative analysis; preparing recurring and ad hoc reports for divisional leadership and administration; monitoring divisional/departmental key performance indicators and provide analysis of outcomes and performance trends; ensure data integrity and compliance with University policies governing data access, security, and privacy.Operational and Administrative (35%)
Provide high-level administrative and operational support to divisional leadership and units. Responsibilities include: assisting with the coordination of divisional administrative processes, workflows, and standard operating procedures; supporting strategic planning efforts and organizational effectiveness initiatives; preparing correspondence, reports, and presentations. meeting materials, and other related items; coordinating meetings and working groups, including agenda preparation and follow-up activities; coordinating the review, routing, execution, completion, and tracking of affiliation agreements, MOU's, and other departmental agreements in collaboration with university departments, the Office of General Counsel, and other campus stakeholders; providing administrative support for University trademark, service mark, licensing, and brand protection activities
Knowledge, Skills, & Abilities Required for this Position
- Fulfilling the duties of this position requires strong analytical and problem-solving abilities;