Oregon State University

Department Library (DLB) Position Title Specialist 1-Archivist Job Title University Records Manager Appointment Type Professional Faculty Job Location Corvallis Benefits Eligible Full-Time, benefits eligible Remote or Hybrid option? Yes Job Summary

OSU Libraries and Press is seeking a University Records Manager. This is a full-time (1.00 FTE), 12-month, professional faculty position.

The University Records Manager is a Professional Faculty position within the OSU Libraries’ Special Collections and Archives Research Center (SCARC) and reports to the Head of Archival Processing. The University Records Manager is responsible for coordinating records management services and workflows within Oregon State University Libraries and Press (OSULP) and across OSU, including: the development, implementation, timely revisions of records management policies and retention schedules, oversight of the offsite storage vendor (Iron Mountain) contract and on-going activities related to record retrievals and returns, and identifying university records with long-term historical or administrative value for inclusion in the SCARC collections. The University Records Manager works collaboratively with academic and administrative units across OSU to apply policies and retention schedules, and to educate OSU employees and students about records management. In collaboration with Special Collections and Archives Research Center (SCARC) colleagues, the University Records Manager fosters a culture of ethical, service-oriented stewardship. Robust and effective records management ensures that OSU identifies, preserves and provides access to the institutional records needed to perform essential functions and comply with relevant laws, regulations, and contractual requirements. The University Records Manager also protects the university and its resources by ensuring that non-essential records are identified and retained or destroyed according to applicable retention policies.

As the repository for and steward of the OSU Libraries’ rare and unique materials, SCARC builds distinctive collections in five signature areas: natural resources, the history of science, university history, Oregon’s hops and brewing history, and Oregon’s multicultural communities. These collections encompass manuscripts, archives, rare books, oral histories, photographs, ephemera, audio/visual materials, and electronic records. SCARC makes these resources available to the OSU community, Oregonians, and the larger community of scholars and independent researchers, and provides opportunities for teaching, inquiry, and learning.

Why OSU?

Working for Oregon State University is so much more than a job!

Oregon State University is a dynamic community of dreamers, doers, problem-solvers and change-makers. We don’t wait for challenges to present themselves — we seek them out and take them on. We welcome students, faculty and staff from every background and perspective into a community where everyone feels seen and heard. We have deep-rooted mindfulness for the natural world and all who depend on it, and together, we apply knowledge, tools and skills to build a better future for all.

FACTS:

• Top 1.4% university in the world
• More research funding than all public universities in Oregon combined
• 1 of 3 land, sea, space and sun grant universities in the U.S.
• 2 campuses, 11 colleges, 12 experiment stations, and Extension programs in all 36 counties
• 7 cultural resource centers that offer education, celebration and belonging for everyone
• 100+ undergraduate degree programs, 80+ graduate degrees plus hundreds of minor options and certificates
• 35k+ students including more than 2.3k international students and 10k students of color
• 217k+ alumni worldwide
• For more interesting facts about OSU visit: https://oregonstate.edu/about

Locations:

Oregon State has a statewide presence with campuses in Corvallis and Bend, the OSU Portland Center and the Hatfield Marine Science Center on the Pacific Coast in Newport.

Oregon State’s beautiful, historic and state-of-the-art main campus is located in one of America’s best college towns. Corvallis is located close to the Pacific Ocean, the Cascade mountains and Oregon wine country. Nestled in the heart of the Willamette Valley, this beautiful city offers miles of mountain biking and hiking trails, a river perfect for boating or kayaking and an eclectic downtown featuring local cuisine, popular events and performances.

Total Rewards Package:

Oregon State University offers a comprehensive benefits package with benefits eligible positions that is designed to meet the needs of employees and their families including:

• Medical, Dental, Vision and Basic Life. OSU pays 95% of premiums for you and your eligible dependents.
• Free confidential mental health and emotional support services, and counseling resources.
• Retirement savings paid by the university.
• A generous paid leave package, including holidays, vacation and sick leave.
• Tuition reduction benefits for you or your qualifying dependents at OSU or the additional six Oregon Public Universities.
• Robust Work Life programs including Dual Career assistance resources, flexible work arrangements, a Family Resource Center, Affinity Groups and an Employee Assistance Program.
• Optional lifestyle benefits such as pet, accident, and critical illness insurance, giving you peace of mind and the support you need to thrive in all aspects of your life.

Future and current OSU employees can use the Benefits Calculator to learn more about the full value of the benefits provided at OSU.

Key Responsibilities

Primary Assignment (90%)

Oregon State University Libraries and Press (OSULP) faculty work strategically to support research and creativity, enhance learning and build community for the students, faculty and staff of Oregon State and for the citizens of Oregon. Their work has a demonstrable impact on the three main pillars of OSU’s mission: teaching and learning, research and inquiry, and outreach and engagement. OSULP faculty apply specialized expertise from library and information science, archival studies, and related fields to ensure that the Oregon State community has rich, organized, affordable, accessible and inclusive information resources to help the OSU community learn new things, solve difficult problems, investigate important questions, and create knowledge. They also work to create or support the administrative and physical infrastructure that enables delivery of high-quality information services. OSULP faculty support the educational mission of the university, both directly and indirectly, by building the dynamic, engaging collections, services, and spaces that foster independent inquiry and learning, and by creating experiential or other learning experiences. They develop and nurture relationships with colleagues, inside the library and out, to support and enrich their work and they participate in the shared governance of OSULP and OSU. They strive to understand the diverse communities they serve, and work to make OSULP an inclusive, just organization. To support all of this, OSULP faculty engage in regular, critical reflection on practice to understand the impact of their work and to dismantle harmful assumptions.

OSULP professional faculty are expected to focus between 80-90 percent of their FTE on performance in their primary assignment. Performance in the primary assignment is evaluated annually in a structured, reflective conversation between the faculty member and their direct supervisor.

Primary Assignment includes the following specific duties and expectations for the University Records Manager:

• Creates and revises the General Records Retention Schedule and all Unit (Departmental) Records Retention Schedules. Works collaboratively with OSU units and divisions to advise on the application of the General Records Retention Schedule at the unit level for records of all formats, including paper and electronic records.
• In collaboration with UIT (University Information and Technology), develops procedures related to electronic non-permanent records.
• Works collaboratively with OSU departments and units to advise on the development and implementation of unit retention schedules, for records of all formats, including paper and electronic records.
• Provides support to the Public Records Officer, as needed, for retrieval and certification of both paper and electronic records requests.
• Works with the Head of Archival Processing to identify records with long-term administrative and/or historical value.
• Oversees the offsite storage vendor contract (Iron Mountain) and ongoing activities, including: accessioning; identifying, and removing records eligible for destruction; monitoring file retrieval and storage vendor database (IM Connect); and supporting holds of records pertaining to ongoing or pending audits, lawsuits, litigation holds or public disclosure proceedings.
• Provides records management training and consultations to the University community. Identifies and proactively connects with OSU units regarding records management. Supports OSU units in understanding general best practices in records management. Consults with units about issues specific to their work.
• Collaborates with senior University administrators and works with the University Policy and Standards Program to develop, implement and maintain the University Records Retention Policy.
• In collaboration with the Office of General Counsel and the Compliance Office, ensures that the University Records Retention Policy, General Records Retention Schedule and Unit Schedules comply with applicable federal and state laws and regulations.
• Proactively monitors changes to applicable federal and state laws and regulations with implications for university records retention policies and schedules.
• Serves as the primary contact for records management matters with the State of Oregon Archives.
• Stays abreast of standards and best practices for equity, diversity, and inclusion in archives and records management, especially of under-represented and marginalized individuals and communities, and applies those principles in order to increase access and awareness of these materials. Engages in department wide conversations regarding the implementation of anti-racist work into SCARC policies and practices.
• Participates in SCARC Teams to share relevant expertise with colleagues and contribute to team decision making.
• Works on cross-departmental workgroups and teams as appropriate to share relevant expertise with OSULP colleagues, and build connections across OSULP around shared goals.

Professional Activity (10%)

Professional activity is an important professional value in libraries and archives. OSULP faculty serve as engaged participants in the shared work of the Libraries and Press and in the shared governance of Oregon State University. As faculty members at a land grant university, they engage in professional activity to shape and strengthen their skills and the library and archival professions in Oregon and beyond, and to benefit the citizens of Oregon. Professional activity is usually closely aligned with daily practice in the primary assignment, and should allow the faculty member to: 1) enhance their professional skill set; 2) share the expertise developed through their practice with colleagues in the library, on campus, and throughout their professional communities; and 3) engage in conversations and contribute to projects that will inform and enrich their practice. OSULP faculty may, from time to time, undertake professional activity that does not directly align with their primary assignment but that does tap an area of interest or expertise or willingness that they possess; these commitments, however, should not dominate their service portfolio.

OSULP professional faculty are expected to focus between 10 and 20 percent of their FTE on professional activity. They should be able to demonstrate the impact of their work on both personal and institutional levels.

The specific duties and expectations for the Records Manager include:

• Participates in collaborative activities that may include service on committees within OSULP and at OSU.
• Demonstrates collegiality by actively participating in the governance and decision-making undertaken by library faculty through the Library Faculty Association (LFA).
• Actively engages in relevant professional bodies, such as ARMA International and/or the Society of American Archivists.

What You Will Need

• Bachelor’s degree with at least two years of professional experience in a records management role OR a current Certified Records Manager (CRM) credential
• Comprehensive knowledge of records management theory, standards/best practices, legal issues regarding the retention and destruction of records, and technologies (including sustainable formats for electronic records).
• Experience with physical and electronic records management practice for appraisal, retention, and disposition.
• Experience in interpreting records management policies as well as providing advice, practical assistance, and training to non-experts regarding records management projects, questions, and issues.
• Effective written and verbal communication with all levels of staff, faculty, and management.
• Experience troubleshooting, and maintaining/updating/querying databases and websites, and managing records within file storage management systems.
• Ability to manage multiple projects simultaneously and with a high level of autonomy; this may include planning, coordinating, and implementing effective programs, complex projects, or service models.
• Demonstrated commitment to diversity, equity, and inclusion in interactions, practice, and relationships.

This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a criminal history check and be determined to be position qualified as per University Standard: 05-010 et seq. Incumbents are required to self-report convictions and those in youth programs may have additional criminal history checks every 24 months.

What We Would Like You to Have

• Master’s degree in a related field (for example: library/information science, public history, history)
• Experience as a records manager in an academic or research setting.
• Experience managing offsite storage vendor contracts and related ongoing activities, such as archiving new boxes, retrievals, returns, and destructions.
• Experience developing, reviewing, or updating records retention policies or schedules.
• Knowledge of, and experience in, the application of standards and best practices for equity, diversity, and inclusion in archives and records management, especially of under-represented and marginalized individuals and communities, and those principles in order to increase access and awareness of these materials.

Working Conditions / Work Schedule

Regular business hours, primarily on-site, with possibility for hybrid work. Travel to campus buildings from Valley Library, including, on occasion, OSU locations in Newport and Bend, will be part of position duties, along with potential travel off-campus for professional development opportunities. Employees at Oregon State University have access to a Motor Pool for job-related travel.

Pay Method Salary Pay Period 1st through the last day of the month Pay Date Last working day of the month Recommended Full-Time Salary Range $65,000 -$75,000 Link to Position Description

https://jobs.oregonstate.edu/position_descriptions/126644

Posting Number P09248UF Number of Vacancies 1 Anticipated Appointment Begin Date 09/15/2025 Anticipated Appointment End Date Posting Date 07/02/2025 Full Consideration Date Closing Date 08/01/2025 Indicate how you intend to recruit for this search Competitive / External - open to ALL qualified applicants Special Instructions to Applicants

When applying you will be required to attach the following electronic documents:

1) A resume/CV; and

2) A cover letter indicating how your qualifications and experience have prepared you for this position.

You will also be required to submit the names of at least three professional references, their e-mail addresses and telephone numbers as part of the application process.

For additional information please contact:

Beth Shields

beth.shields@oregonstate.edu

541-737-9331

We are an Equal Opportunity Employer, including disability, protected veteran, and other protected status.

OSU will conduct a review of the National Sex Offender Public website prior to hire.

Starting salary within the salary range will be commensurate with skills, education, and experience.

OSU is a fair chance employer committed to inclusive hiring. We encourage applications from candidates who bring a wide range of lived experience including involvement with the justice system. This job has “critical or security-sensitive” responsibilities. If you are selected as a finalist, your initial job offer will be contingent upon the results of a job-related pre-employment check (such as a background check, motor vehicle history check, sexual misconduct reference check, etc.). Background check results do not automatically disqualify a candidate. Take a look at our Background Checks website including the for candidates section for more details. If you have questions or concerns about the pre-employment check, please contact OSU’s Employee and Labor Relations team at employee.relations@oregonstate.edu.

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