Records Management Specialist

Department: Library

Classification: Library Specialist 3

Job Category: Classified Staff

Job Type: Full-Time

Work Schedule: Full-time (1.0 FTE, 40 hrs/wk)

Location: Fairfax, VA

Workplace Type: Hybrid Eligible, up to 2 telework days

Sponsorship Eligibility: Not eligible for visa sponsorship

Pay Band: 05

Salary: Salary commensurate with education and experience and no less than $55,000

Criminal Background Check: Yes

Motor Vehicle Records Check: Yes

About the Department:

The University Libraries foster innovation, creativity, and imagination by facilitating and preserving access to scholarship and information, providing expert consultation in the research process, and actively teaching the effective and critical use of information. Within the Office of the Dean of Libraries and University Librarian, the Administrative Services division, led by the Associate Dean for Administration, advances the University Libraries' goals and plan by fulfilling a broad range of administrative functions for the University Libraries (on the Fairfax, Mason Square, and Science & Technology campuses), including: direction for and support of a holistic human resources program; oversight and coordination of the Libraries’ budgets (E&G, grants and Foundation); execution of fiscal and related business management services; management of facilities-related activities; coordination of communications, events, grants, and marketing programs; and overseeing the planning and management of the University Records Management program. All work is aligned with advancing the University Libraries’ goals and plans.

About the Position:

The Records Management Specialist supports the University Records Management program, including knowledge and application of Commonwealth of Virginia records laws and regulations in physical and electronic format. Works with academic faculty, University administration and staff encompassing all offices across all campuses to ensure operational efficiencies. Provides support in records organization, retention, storage, and disposition, and ensures compliance with State and Federal regulatory, and University policy standards. Works collaboratively with library departments and university departments and offices to maintain efficient, secure, and sustainable records practices that promote transparency. In collaboration with the University Records Officer and in support of university compliance with records laws and regulations, performs multiple tasks including appraising, processing, and assigning retention schedules to records for incoming and existing materials; assisting with managing the University Records Center; preparing and completing records destruction with a third-party vendor; collaborating with a third-party offsite storage vendor for scheduling record pick-ups and deliveries and assisting with entering information into their records management system; collaborating with a third party remediation vendor for scheduling record pick-ups and deliveries; and planning and implementing records management training and outreach across the university. Hires, trains, and manages the workload of students and wage workers in warehouse management work, including assisting with tracking and reviewing inventory, entering record information into the records management system (Infolinx), and picking up and delivering boxes to offices across the Fairfax campus. Participates in committees, task forces, and/or workgroups as required to share knowledge, develop best practices, and advance the work of the libraries.

Responsibilities:

Records Management

• Supports program mission through implementing and maintaining records retention, access, and disposition schedules by applying knowledge of the Virginia Public Records Act, the Library of Virginia’s retention and disposition schedules, and in compliance with University Policy 1102: Records Management;
• Oversees the secure transfer, storage, and destruction of records, ensuring proper documentation of all activities;
• Interprets and follows general and specific national and international standards, principles, and best practices in records management for both analog and electronic records regulations and standards established by George Mason University, the Commonwealth of Virginia, and all federal laws such as the Freedom of Information Act (FOIA), the Health Insurance Portability and Accountability Act (HIPAA), and the Family Educational Rights and Privacy Act (FERPA), while advising university offices/units and appraising University Records;
• Provides input into formulating new and enhancing policies and procedures for improving workflow processes and participates in updating unit, department, functional area procedure, and policy manuals, and other written documentation, instructional materials, web-based guides, etc.;
• Compiles and maintains accurate records and statistics related to records management duties;
• Assists with the annual review of University Policy 1102: Records Management; and 
• Conducts quality checks of departmental records practices to verify adherence to schedules and procedures. 

Records Management Education, Training, and Outreach

• In coordination with the University Records Officer, provides guidance and training to university administrators, faculty, and staff on best practices in records creation, retention, storage, and disposal in alignment with university policies and systems;
• Regularly consults with departmental staff and/or liaisons related to management and application of state and federal regulations to support and promote compliance for risk management;
• Collaborates with the URO and university departments, including ITS, Compliance, University Counsel, etc., to ensure that the Records Management Program aligns with institutional needs and security requirements and promotes increased and improved implementation of records management processes on a university-wide scale through enhanced technology tools, communication, and partnerships;
• Develops instruction materials, quick reference guides, and other resources for staff; and
• Assists with the larger University Records Management outreach work. 

University Records Center Management

• Serves as the lead in managing the on-site warehouse, including organizing regularly-scheduled shreds, distribution of boxes, and communication with departments for pickups and deliveries;
• Manages the workload of staff working in the warehouse;
• Coordinates with the University Records Officer in communication with and direction of George Mason department Records Coordinators;
• Works with the URO in ensuring third-party warehouse deliveries and pickups and assists in regularly addressing issues and questions, including communications with other third-party vendors; and
• Ensures the professionalism of the University Records Management program by establishing clear protocols and expectations for wage and student staff in their work with university community members.

Other duties as assigned 

Required Qualifications:

• High school diploma or equivalent;
• Experience with records management practices, administrative operations, or compliance-related functions;
• Experience with records management systems;
• Experience managing competing timelines and deliverables;
• Considerable customer service experience in an academic or professional setting;
• Demonstrated familiarity with national and international standards related to records management standards and best practices;
• Demonstrated knowledge and use of information technologies, including database systems, such as a records management system;
• Strong aptitude for organization and accurate and detail-oriented work;
• Ability to take on project leadership roles in the department and to work both independently and collegially as part of a team in a fast‐paced, production‐ and service‐oriented environment;
• Ability to effectively collaborate and build relationships across diverse audiences;
• Able to skillfully navigate challenging/difficult conversations with professionalism and diplomacy, ensuring alignment and mutual understanding; and
• Valid driver's license: must currently possess an appropriate, active, valid motor vehicle operator’s license that meets all of GMU’s requirements for operating state vehicles and equipment under Mason’s Vehicle Use Policy 1411 https://universitypolicy.gmu.edu/policies/vehicle-use/. The Office of Risk Management reserves the right to review the driver’s licenses and Motor Vehicle Reports (MVRs) of all candidates selected with employment contingent upon a favorable review.

Preferred Qualifications:

• Bachelor’s degree in related field;
• Certified Records Management or Essentials of Records and Information Management certificate;
• Extensive experience working in warehouse, records centers and/or archives;
• Experience managing workloads, training, and mentoring others;
• Familiarity with the Virginia Public Records Act and associated records retention schedule by the Library of Virginia; and
• Identifies and resolves inconsistencies with keen analytical skills, maintaining the highest standards of quality.

Instructions to Applicants: 

For full consideration, applicants must apply for Records Management Specialist at https://jobs.gmu.edu/. Complete and submit the online application to include three professional references with contact information, and provide responses to the embedded questions, a cover letter, and a resume for review.

Posting Open Date: September 26, 2025

For Full Consideration, Apply by:  October 10, 2025

Open Until Filled:  Yes