Plans and Records Manager

Department: Facilities

Classification: Program Admin Specialist 2

Job Category: Classified Staff

Job Type: Full-Time

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

Location: Fairfax, VA

Workplace Type: On Site Required

Pay Band: 05

Salary: Salary commensurate with education and experience

Criminal Background Check: Yes

About the Department:

George Mason University Facilities ensures a quality physical environment supporting the mission of the university. We will be the technical and business experts of choice with the total trust and confidence of our students, faculty and staff.

About the Position:

Summer vacations are winding down and the fall season is approaching. It's a perfect time to start a new job as a State employee of Virginia. You'll work on a beautiful college campus with 677 acres of wooded land. We’ve got the work. We have a great team. Now, we need an additional team member to contribute to our busy environment. We want someone who is reliable, takes pride in their work, and will make a noticeable contribution to the educational facilities at George Mason. Your manager can trust that you will get the job done.

Great benefits for you…

• Lots of leave, including paid annual leave, paid holidays, paid sick leave, paid two-week winter break (please note – the break employees often receive during the holiday season is not regularly guaranteed and is subject to annual approval);
• Tuition exemption and professional development;
• Commuter Choice Transit Benefit, which includes a van pool subsidy;
• Virginia Retirement System Hybrid Plan;
• Patriot Perks discounts to restaurants, events, and more;
• Company provided uniforms, tools, and equipment.

For you and your family…

• Health/dental/vision benefits; and
• Tuition dependent benefit (restrictions apply).

We think it’s a good career. Here's what the job looks like...

Responsibilities:

The Plans and Records Manager ensures efficient acquisition, description, preservation, future electronic migration, and access to all construction related archival records for all construction projects undertaken by the University.

This position will be responsible for managing a records retention program and processes that will allow for the storage and retrieval of all vital construction records to include contracts, blueprints, as-builts, permits, etc. Will also be responsible for establishing a process for generating content, for use by inspectors, project managers, and other facility related positions within the University.

This position will manage a Records Specialist and a GIS/GPS technician.

• Establishes and manages all Mason infrastructure content and processes that will provide support of planning, design, construction, and maintenance activities within the Facilities Organization as well as other University clients;
• Interacts daily with Facilities Engineers, Planners, Project Managers, other Facility Management personnel, contractors, and others for desired results;
• Performs research and logistical tasks as assigned or required. Meet with customers to ensure that the content and records in the format and via channels they need to perform their jobs;
• Develops policies to provide the most appropriate content while complying with the Retention Schedules from the Library of Virginia;
• Evaluates existing documentation at various locations across all campuses and consolidate into a central location;
• Provides direct oversight and leadership over the process of cataloging and inventorying existing and incoming drawings, prints, specifications, and other items in the as-built document files;
• Ensures the accuracy of the filing system and making sure that information requests are provided in a timely manner. Receives GMU Facilities project, O&M and certification/permit documentation. Organizes and maintains in an efficient, logical manner for easy storage and retrieval;
• Determines what documentation should be digitized and the best way to migrate from hardcopy to electronic format;
• Manages the migration to electronic format;
• Conducts reviews and analysis to determine what should be digitized and into what electronic and/or storage format; in accordance with all Commonwealth laws and the retention guidelines of the Library of Virginia;
• Develops and maintains tools for the efficient retrieval of all GMU facility and infrastructure content;
• Evaluates and implements a Content Management System. Evaluates and recommends a Content Management solution to best deliver content to the different groups of Facilities customers; and
• Develops and maintains drawings, location/mapping tools, inspection templates, equipment databases and informational documents or aides. Updates on a continual basis and manages the CMS implementation and maintenance cycle.

Required Qualifications:

• High school diploma or equivalent;
• Experience (typically one year) in a management role in a customer support operation;
• Experience in planning, organizing, and developing records and content management solutions;
• Experience managing records using the Retention Schedules from the Library of Virginia.;
• Experience in the construction/architectural field; and
• Records management certification(s), CRM etc.

Preferred Qualifications:

• Bachelor’s degree in related field;
• Extensive experience with ESIR GIS and Autodesk AutoCAD and/or other large construction project data collections;
• Experience with managing large data collections on a daily basis; and
• Basic understanding of blueprints.

Instructions to Applicants: 

For full consideration, applicants must apply for Plans and Records Manager at https://jobs.gmu.edu/. Complete and submit the online application to include three professional references with contact information, and provide and Resume for review. 

Posting Open Date: September 9, 2024

For Full Consideration, Apply by:  September 23, 2024

Open Until Filled:  Yes