Senior Archives Coordinator

Role Summary

The Senior Archives Coordinator provides Records Management expertise on a project or request basis to functional areas, coordinating the implementation of active information systems and retention schedules. Responsibilities include inventorying, evaluating, and recommending proper systems; documenting procedures used to create schedules; maintaining electronic management systems; and supporting the business continuity plan. Takes direction from department management. This is an onsite role and is not eligible for full remote work.

Responsibilities

• Plans, organizes, directs, reviews, coordinates, and establishes controls for record activities.
• Assist in the implementation of classification systems for active information assets stored in the records center.
• Process information assets involved with mergers, acquisitions, divestitures, and reorganizations by applying classification and taxonomy schemes using established records controls and processes.
• Provide assistance in using controlled vocabulary (e.g., thesauri, taxonomies).
• Apply security and privacy principles are incorporated into the program.
• Help perform a risk assessment by identifying and prioritizing risks relating to information assets.
• Respond to complex requests that require research.
• Identifies and carries out rehousing and preservation treatments as needed.
• Accumulates statistical data and prepares reports.
• Compiles activity statistics for inclusion in a monthly activity report.
• Evaluates and recommends equipment and applications for inclusion in the vault area.
• Monitor onsite and offsite physical inventories to ensure protection from unauthorized access by identifying and correcting discrepancies.
• Conduct components of an information assets inventory by gathering data, surveying the organization, and reviewing business processes as directed.
• Survey the program by business unit function and requirements to ensure compliance.
• Produce status reports by assessing, reviewing, and analyzing project outcomes.
• Assesses equipment and space needs.
• Assists in orientation, training, and cross-training of new employees and users.
• Demonstrate proficiency in the use of technologies to support the education and training of end users.
• Analyzes departmental information assets and classifies and researches retention values for each class. Recommends retention periods and prepares final retention schedule drafts for review and approval.
• Acts as a specialist to be a liaison between departments and the records center on retention and disposition.
• Works closely with end users in the retention scheduling of records stored in all media.
• Coordinates the file conversion process.
• Participate in disaster recovery drills as directed in accordance with the organization’s disaster recovery plan.
• Participate as a team member on projects impacting the Records Management area.
• Serve as lead for electronic management systems (e.g., OpenText, Veeva Vault) owning the associated process, acting as the subject matter expert.

Qualifications

• Knowledge of records management.
• A certification in Records Management or Information Management (e.g., CRM, NARA Records Certification, AIIM records-related certification) preferred
• Knowledge of Federal laws and National Archives and Records Administration (NARA) policies and procedures relating to records management
• Knowledge in GMP, GLP archival, records and information management, or library sciences
• Demonstrated attention to detail and organizational skills
• Ability to work independently with moderate supervision
• Demonstrated ability to work in a team environment
• Ability to work well under time restraints
• Knowledge of document databases and other electronic document management tools
• Demonstrated problem-solving skills
• Demonstrated verbal and written communication skills
• Experience with Microsoft Office – Word, PowerPoint, Excel, and Outlook
• Experience with ELN, LIMS, Electronic Records Management Systems (e.g. OpenText, Veeva Vault)
• May require 5-10% travel based on business needs
• Develop and maintain professional, industry, and organizational knowledge to serve as a subject matter expert.

Education

• Bachelor's degree required
• 4+ years of related work experience

Additional Requirements

• On-site requirement; consult with recruiter/hiring manager for location-specific expectations
• Travel: may require 5-10% based on business needs