The Records Manager oversees the College-wide records management program for all campuses, ensuring the effective organization, storage, protection, and disposition of both physical and digital records. The Records Manager designs, films, records, and delivers in-person and online training programs for Department Records Officers (DROs) and the broader Emerson community. The Manager collaborates with college leadership, such as General Counsel, IT, and Vice Presidents to ensure adherence to college policies, procedures, and legal requirements. This role involves working regularly with highly sensitive and confidential information, requiring discretion and attention to detail.

ESSENTIAL JOB DUTIES

• Responsible for collaborating with approximately 90 offices and departments to manage the creation, storage, and disposition of over 20,000 records annually in a fast-paced environment, ensuring timely turnaround of requests and efficient, detail-oriented oversight of high-volume content.
• Develop and deliver training and outreach programs for DROs and the Emerson community across campus locations. This includes, but is not limited to, live and recorded training sessions, targeted email communications, and the creation of promotional and educational materials.
• Sole point of contact for providing immediate expert guidance and support to college departments on records management best practices, procedures, policies, and projects—including conducting onsite visits to review departmental records and assist with organization, storage, disposition, and compliance.
• Work with the Assistant Director for Archives & Special Collections and Digital Archivist to develop and implement records management procedures for the creation, maintenance, and disposition of college digital and physical records.
• Maintain and manage records from various College campuses stored and/or destroyed through a third-party vendor.   This includes, but is not limited to, coordinating destructions of various record types and assisting departments in sending, retrieving, and reviewing records.
• Maintain up-to-date program documentation, such as DRO and record group lists, offsite storage databases, patron interaction statistics, and submitted forms. Collaborate with the Assistant Director for Archives & Special Collections, other departments, and College leadership to ensure program information remains update-to-date and aligned with college requirements.
• Comply with all applicable local, state, federal, and international laws, as well as College and departmental policies.  Proactively promote knowledge and compliance across all College campuses.
• All other duties as assigned.

QUALIFICATIONS – Qualifications are deemed required or preferred and represent what is needed to effectively perform the job.

• ALA Accredited Master’s degree in library and/or information science or a related field with coursework in physical and digital records management. Two years of professional records management work experience may be substituted for this requirement.
• Minimum three years of professional records management experience beyond the educational component above, including interpreting policies, procedures, and retention schedules for both digital and physical records; successfully and independently completing multiple, time-sensitive projects; ensuring compliance with applicable laws; and providing guidance, training, and practical support to non-experts on records management projects, issues, and questions.
• Experience managing vendor relationships, including coordinating orders, troubleshooting, collaborating with vendor representatives, and maintaining/updating/querying databases and websites.
• Certified Records Manager credential preferred.
• Degree or demonstrated experience in law or a related field preferred.

KNOWLEDGE, SKILLS, AND ABILITIES – May be representative, but not all-inclusive, of those knowledge, skills, and abilities commonly associated with the job. 

• Effective written and verbal communication with all levels of staff, faculty, and management, including strong questioning and listening skills.
• Expert knowledge of records management theory, standards/best practices, laws, and technologies.
• Ability to successfully and promptly manage multiple projects simultaneously and meet deadlines in a fast-paced environment.  This includes effectively planning, coordinating, and implementing complex programs, projects, and service models.

PHYSICAL ABILITIES – Activities commonly associated with the performance of the functions of this job. The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Ability to regularly lift and move heavy boxes and objects.
• Somewhat frequent travel around the Boston campus - often while transporting records, bins, etc.  - and infrequent travel to college campuses in California and the Netherlands.
• Long periods of mental and visual concentration.

WORK ENVIRONMENT – Environmental or atmospheric conditions commonly associated with the performance of the functions of this job.

• Primary work station is located in an open office space with no windows.