Jobs at Western

Lead Records Management Specialist

Apply now Work type: Permanent Full Time
Location: Bellingham, WA
Categories: Academic Affairs

Position Title Lead Records Management Specialist
About the University

Western Washington University is located in Bellingham, Washington, on the ancestral homelands of the Lummi Nation and the Nooksack Tribe, Indigenous Peoples who have lived in the Salish Sea basin and the North Cascades watershed from time immemorial.  The university acknowledges historical injustices, seeks respectful relationships with our indigenous neighbors, and expresses gratitude for their ongoing stewardship of our shared lands and waterways. 

Western Washington University, with over 16,000 students in seven colleges and the graduate school, is nationally recognized for its educational programs, students and faculty. The campus is located in Bellingham, Washington, a coastal community of 90,000 overlooking Bellingham Bay, the San Juan Islands and the North Cascades Mountain range. The city lies 90 miles north of Seattle and 60 miles south of Vancouver, British Columbia. Western is the highest-ranking public, master's-granting university in the Pacific Northwest, according to the 2019 U.S. News & World Report rankings.

About the Department

University Archives and Records Management (UARM) is a unit within the Western Libraries Heritage Resources division. UARM serves a cultural, memory, documentary, and business function for Western Washington University.  As the official repository for the institutional archives of Western Washington University, the University Archives compiles a record of the significant activities carried out in the fulfillment of Western’s mission. Records Management supports the ongoing integrity of record-keeping at Western, affecting both current and long-term documentation, and in this capacity supports and enhances development of the University Archives. 

Western Libraries supports Western's mission, which states that together with our students, staff, and faculty, we are committed to making a positive impact in the state and the world, with a shared focus on academic excellence and inclusive achievement.  We encourage applications from women, people of color, people with disabilities, veterans, and other candidates from underrepresented backgrounds and with diverse experiences. 

About the Position

In this position as the Lead Records Management Specialist you will report directly to the Head of the University Archives and Records Management unit (UARM) and serves within Western Libraries, Division of Heritage Resources. The position manages and coordinates the University’s records management functions, and includes the provision of expert consultation to Western’s executive management and staff regarding public recordkeeping requirements.  Additionally, the Lead Records Management Specialist oversees the University Records Center.  The Lead Records Management Specialist also serves as Western’s designated Records Officer (RCW 40.14.040) and acts as its official representative to the State Records Committee.

Typical duties include:

  • Provide expertise and training to university staff to ensure compliance with public records laws and best practices
  • Development of relevant policies and procedures related to university-wide records management
  • Management of the University’s official records retention schedules in coordination with university stakeholders, relevant laws, and other higher education institutions.
  • Maintenance of accurate and secure control over records in storage, and the coordination of regular and authorized disposition of records according to established policies and legal procedures.
  • Supervision of student employees.

This position involves the occasional need to access physical records stored in the University Records Center, which can include the use of platform ladders to move boxes on and off shelving up to 12-15 feet high, and handling boxes that could weigh up to 35 pounds. Records Center work is supported by part-time student employees who can assist with the physical box handling when they are on shift (about 20 hours per week during academic quarters).

For Washington State HR purposes, this position is classified as a Forms & Records Analyst 3.

Required Qualifications
  • Master’s degree in archives and records/information management or professional certification in records management and/or archives
  • Two years of applicable experience with legally compliant recordkeeping methods and best practices
  • Knowledge of records management functions, practices, procedures, standards associated with analog and digital records
  • Experience in the provision of courteous, efficient, and effective service to patrons of diverse backgrounds, experiences, and needs
  • Experience in directing the work of others, such as student employees
  • Strong and effective communication style, both written and verbal, with excellent interpersonal skills
  • Evidence of effective leadership in a team environment and the potential for successful collaboration across university departments and within the divisions of Western Libraries
  • Proficiency with office software tools such as databases, spreadsheets, and cloud services.
Preferred Qualifications
  • Experience with Washington statutes and rules affecting public records management requirements
  • Knowledge of Washington state higher educational operations, such as organizational structures, administrative/governance structures, fiscal and academic cycles, and budgeting
  • Evidence of capacity to work independently, meet deadlines, accept accountability, and maintain confidentiality.
  • Strong attention to detail, including the ability to review, understand, and interpret policies and procedures, and develop written reports
  • Previous experience in a lead or supervisory role in public or private organization.
Special Conditions All employees must comply with our Immunization policies, including COVID vaccination by time of hire and Proof of Rubeola Measles Immunity within 60-days of hire. Please reach out to if you need information regarding medical or religious exemption and applicable accommodations.
Salary Typical starting salary is $51,432.00 to $55,524 annually, depending on qualifications and experience. The salary for this position is assigned to Range 53 of the salary schedule for represented employees under the Professional and Technical Employees (PTE) bargaining unit, with a full range of $51,432 to $69,264.
Bargaining Unit This position is part of bargaining unit PT and is covered by the collective bargaining agreement with Public School Employees of WWU.
Application Instructions

A cover letter and resume are required and should address your experience related to the position responsibilities and the required and preferred qualifications.

Please include the names and contact information of three professional references.

Closing Date Notes Application review begins October 1, 2021; position is open until filled

Western Washington University (WWU) is an equal opportunity and affirmative action employer committed to assembling a diverse, broadly trained faculty and staff. Women, minorities, people with disabilities and veterans are strongly encouraged to apply. In compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, WWU does not discriminate on the basis of race, color, creed, religion, national origin, sex (including pregnancy and parenting status), disability, age, veteran status, sexual orientation, gender identity or expression, marital status or genetic information in its programs or activities, including employment, admissions, and educational programs. See WWU’s Policy on Ensuring Equal Opportunity and Prohibiting Discrimination and Retaliation. Inquiries may be directed to the Office of Civil Rights and Title IX Compliance, Title IX and ADA Coordinator, Western Washington University, Old Main 345 (MS 9021), 516 High Street, Bellingham, WA 98225; 360.650.3307 (voice) or 711 (Washington Relay);

WWU is committed to providing reasonable accommodations to qualified individuals with disabilities upon request. To request this document in an alternate format or to request an accommodation, please contact Human Resources Disability Services, 360.650.3774 or 711 (Washington Relay).

Annual Security and Fire Safety Report: This report is provided pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act ("The Clery Act"). It includes statistics for the previous three calendar years concerning reported crimes that occurred on Western's campus; in certain off-campus buildings or property owned or controlled by Western; and on public property within, or immediately adjacent to and accessible from, the campus. The report also includes institutional policies concerning campus security, such as policies concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. You can obtain a copy of this report in printed or alternate formats by contacting the Office of the Vice President for Enrollment and Student Services at The report can be found at: Annual Security and Fire Safety Report.

All new employees must comply with the immunization policy and show employment eligibility verification as required by the U.S. Citizen and Immigration Service before beginning work at WWU. A thorough background check will be conducted on all new hires.

Job no: 498868
Advertised: Pacific Daylight Time
Applications close:

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