DIRECTOR OF PUBLIC RECORDS - University of Washington

Req #: 240667 Department: COMPLIANCE & RISK SERVICES Posting Date: 11/08/2024 Closing Info: Closes On 11/29/2024 Salary: $7,950 - $14,883 per month Shift: First Shift Notes: As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. (https://hr.uw.edu/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230119\_a11y.pdf) As a UW employee, you have a unique opportunity to change lives on our campuses, in our state, and around the world. UW employees bring their energy, and creative problem-solving skills to their work and are dedicated to building stronger minds and a healthier world. UW is Committed to attracting and retaining a diverse staff, your experiences, perspectives, and unique identities will be honored at the University of Washington. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable, and welcoming. Compliance and Risk Services (CRS) plays a pivotal role in developing and implementing policies and procedures to ensure excellence in the University's efforts to comply with its institutional regulatory obligations. Through an Enterprise Coordination services model, CRS offers expert counsel and direction for specific laws and regulations, and structural support for the University's joint initiatives across the major University-wide areas of safety, employment/civil rights, Title IX, fiscal matters, research integrity, and data compliance (hereafter "major areas of compliance"). The University of Washington's Office of Public Records is responsible for handling all public records requests. In 1972, Washington State passed the Public Records Law and the Open Public Meetings Act to ensure transparency and access to government documents for its citizens. The Office of Public Records and Open Public Meetings is in charge of ensuring the university's compliance with these laws. Under statute RCW 42.56.580(1), the University's Public Records Officer oversees compliance with the Public Records Act and coordinates the university's responses to requests made under the act. This position leads the Office of Public Records/Office of Public Meetings (OPR) and is responsible for ensuring compliance with the Public Records Act and the notification structures required under RCW 42.30, the Open Public Meetings Act. The Director of Public Records is responsible for providing access to the university's public records by responding to requests made pursuant to the Public Records Law in a timely manner. This role ensures compliance with legal requirements, promotes transparency, and supports the institution's mission by gathering and reviewing accurate and accessible records. Upon public request, the Director's team reviews, evaluates, withholds, or releases complex and sensitive information and data, under the Director's supervision. The Director leads a team of records management professionals and works closely with various departments to ensure the integrity of responses to public records requests. The Director is responsible for educating faculty and staff on their responsibilities under the Public Records Law including how to respond to any public records request. The position oversees the work and performance of OPR and is accountable for the outcomes produced, ensuring that the University complies with the Public Records Act and other state and federal laws, such as the Health Insurance Portability and Accountability Act (HIPAA), the Family Educational Rights and Privacy Act (FERPA), and federal and state anti-terrorism laws, as well as human subjects and research statutes. **Duties & Responsibilities:** **Strategy Development** Oversees the program to comply with the Public Records Act and Open Public Meetings Act for the University. This includes, but is not limited to: - Policy development and implementation for the management of public records - Development and implementation of public records and public meetings training and awareness programs for the University - Oversee OPR processes for the most efficient and effective response and processing of public records requests - Development of auditing and measurement protocols to ensure the integrity, security, timeliness of public records request processes **Leadership and Management** Provide strategic leadership and coordination across the university and OPR - Collaborate and communicate with university partners at all levels to ensure the best outcomes for the OPR program - Regularly meet with partners to actively seek feedback about the program and work together on improving the request process - Use a solution-oriented approach to resolve common problems and issues with partners - Act as a trusted advisor for the university in the area of public records and open public meetings - Work cooperatively with university colleagues to evaluate, mitigate, and resolve risks to avoid claims and lawsuits related to public records and/or public meetings - Collaborate with university colleagues on communications with individuals who request public records including members of the public and members of the media - Act as a transformational leader for the OPR program and team, as well as a subject-matter expert and leader at the university - Demonstrate a high level of engagement and innovation for the improvement of the program and staff - Seek opportunities within the program for improvement, efficiency, transparency, and optimized performance outcomes **Operations & Administration** - Stay updated on all federal, state, and local regulations concerning public records and public meetings management - Utilize expertise to provide guidance and training to OPR staff - Communicate University policies and procedures - Serve as the University's representative in external engagements with partners, auditors, regulators, and other organizations - Manage resources and budget effectively - Develop and implement strategies and tactics - Apply process improvement techniques to enhance the efficiency and effectiveness of the program - Maintain the daily operations of OPR - Acts as a mentor and coach to OPR staff, encouraging professional growth and development Other duties as assigned **Requirements:** Bachelor's degree in Public Administration, Records Management, Business Administration, or related field and 5 years of experience in professional experience working with public records and records management or related field. An equivalent combination of education and experience from which comparable knowledge and skills have been acquired may substitute for degree. 5 years of progressive, responsible leadership and management experience. Demonstrated commitment to developing others into leaders. Experience as a manager or above in government or public entity with increasing authority in compliance, business administration, finance, or communication As required by Washington State statute 42.56.152, the incumbent must already have, or complete required training within ninety (90) days of hire. Experience with State Public Records Act and statutes, rules, procedures, processes, and policies related to public records requests Experience with Public sector records management concepts, techniques, practices, and procedures Experience with external communications including communicating with the public and communicating with the media Demonstrated experience in working on diverse groups and teams; respects, values, and contributes to CRS and UW's commitment to diversity, inclusion, and equity. High ethical standards, integrity, and professionalism. **Desired:** Washington Certified Public Records Officer or attain certification within one (1) year of hire. Preference for candidates with knowledge and experience in Washington Public Records Act and application of the statute. Professional experience within academic & research institutions of higher education, large companies, or government agency **Application Process:** The application process may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Work Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select "Apply to this position". Once you begin an assessment, it must be completed at that time; if you do not complete the assessment, you will be prompted to do so the next time you access your "My Jobs" page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed. University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.