"Records Management Program Manager"

Job Summary

Provides project management expertise for the development, implementation, and management of a comprehensive records management program business process automation system. Will work closely with IT and third-party vendors to maintain, implement, and continuously improve records management repository processes. Focuses on supporting the development of analytics and capabilities using a variety of systems, processes, and metrics to ensure that timely, accurate and insightful information is available to organizational leadership across the college system. Oversees the planning, implementation and tracking of specific short- and long-term projects.

ESSENTIAL FUNCTIONS

• Develop and build folder structures in collaboration with department/division staff or organizational units to analyze, configure, test, and implement business process automation system solutions using workflows, forms, repository buildouts, and dynamic tables to improve departmental/divisional efficiency.
• Support the business process automation system contractors/engineers/consultants to coordinate the development, testing, installation, and modification of system applications and servers. Collaborate with IT to gather requirements to prepare specifications for programming and system needs.
• Support and serve as a functional expert for the business process automation system in all development, testing, migration, upgrades, and production stages.
• Administer end-user access to the records management process automation system, provide end-user support as needed.
• Create user documentation and train personnel to effectively use the business process automation system.
• Troubleshoot and resolve business process automation system-related problems and coordinate with IT staff, consultants, and third-party vendors regarding user support and problem resolution.
• Generate reports providing key insights and metrics using various reporting tools and technologies (i.e., statistics related to the number of records/documents, users, etc.).
• Assist to develop and implement policies and procedures for archives management, including the classification, retention, and disposal of records.
• Utilize classification principles to establish a standardized system for organizing and categorizing information. Evaluate business processes/plans, recommend and design solutions to ensure data integrity for record and security purposes.
• Support and maintain multiple applications within the business process automation system, including but not limited to forms, import agents, and audit trails.
• Create test scripts for stakeholders (internal and external) while also delivering functional specifications and requirements.
• Monitor designated applications for all business process automation systems and take corrective action to prevent or minimize system downtime.
• Support end-users experiencing difficulties with applications and serve as a liaison to IT and third-party vendors.
• Develop dashboards and other visual management tools that allow key stakeholders to make educated and informed decisions around their processes.
• Keep current with the latest records management business process automation systems, continuously attend training to ensure subject matter expertise.
• Ensure software license renewal is completed in a timely manner to avoid service interruption.
• May provide on-call assistance, including evenings and weekends, as needed.
• Perform other duties, tasks, and assignments as required.

QUALIFICATIONS

Education & Experience

• Bachelors degree in a related field required
• 5 years managing document management systems, data integration and business intelligence experience required, to include project management experience
• Experience implementing information management systems, managing access, quality assurance, and training operations preferred

Licensing & Certification

• Valid Texas Driver License
• Project management training and/or certification preferred

Special Skills

• MS Office Programs
• Information Management Systems
• Project Management
• Document Management Software
• Records Management

Competencies

• Delivering High Quality Work
• Accepting Responsibility
• Serving Customers
• Supporting Organizational Goals
• Driving Continuous Improvement
• Acting with Integrity
• Thinking Critically
• Managing Change
• Communicating Effectively

Working Conditions

General Office. Must be able to perform all job requirements with or without reasonable accommodations; remain in a stationary position during shift; move items weighing up to 25 pounds; position self to operate job equipment; apply established protocols in a timely manner. Must access, input and retrieve information from technology devices; communicate with others to accomplish job requirements. May be required to work after hours to include weekends and holidays.

SECURITY SENSITIVE: This job class may contain positions that are security sensitive and thereby subject to the provisions of Texas Education Code § 51.215