Records Management Specialist (Full-Time, 1 Year Temporary Position)
Evanston, IL

Job Description

Job Title: Records Management Specialist (Full-Time, 1 Year Temporary Position)

Area: Heritage Communications

Reports to: Manager, Heritage Communications

Classification: Non-Exempt

Organization Overview

Rotary unites people from all continents and cultures who take action to deliver real, long-term solutions to pressing issues facing our communities. Each year, Rotary members invest more than $200 million and 16 million volunteer hours to improve lives and create positive change in the world. In exchange for hard work and dedication in support of Rotary's clubs and humanitarian initiatives, our employees receive competitive salaries, flexible schedules, comprehensive benefits, and job enrichment. To learn more, visit http://www.rotary.org.

Rotary's Commitment to Diversity

As a global network that strives to build a world where people unite and take action to create lasting change, Rotary values diversity and celebrates the contributions of people of all backgrounds, regardless of their age, ethnicity, race, color, abilities, religion, socioeconomic status, culture, sex, sexual orientation, and gender identity.

General Overview

As part of the Heritage Communications team, the Records Management Specialist will provide subject matter expertise on records management and leadership to implement and evolve Rotary's enterprise-wide records management program. During the one-year term, this individual will review and revise retention schedules, ensure business understanding of the program, and facilitate records disposition, including transfer of records with historical value into the archives.

Heritage Communications is part of the Marketing and Communications team. We are charged with preserving Rotary's rich and important history by maintaining an archives that includes documents, photos, audio and visual recordings, publications, and artifacts from over 100 years. We use these heritage materials to tell Rotary's story and bring to life the people, decisions, and events that built Rotary into one of the world's largest humanitarian service organizations. Our work also includes serving as an informational resource for staff and members. From fact-checking and research to photo searches and rights management, we help others tell Rotary stories with accuracy and impact.

Duties and Responsibilities

* Work with business units and Office of General Counsel to keep schedules updated, prioritizing any that do not exist or are very old;
* Assess our current training and records coordinator program and develop ways to better motivate staff in managing their records;
* Ensure business understanding of process and objectives of the program by providing records training to records coordinators and through regular communications;
* Work with audit to determine ways to assess compliance with records policies and procedures;
* Develop relationships with business process managers, product owners, and project managers to determine process around ensuring that records-keeping requirements are incorporated into developing technologies;
* Coordinate transfer of records to and from records storage and ensure accuracy of storage inventory;
* Review and update policy and procedures; and,
* Work with the Archives Specialists to ensure transfer of historical records to archives, allowing us to better tell our story

Knowledge and Skills

* Bachelor's degree in information management, library science or related. Advanced degree preferred. Certification a plus.
* A minimum of five years' experience in enterprise records and information management
* Multi-national records management experience a plus
* Demonstrated experience working with both analog and digital records
* Strong knowledge of retention guidelines and relevant records and information management technology applications for records retention. Knowledge of global requirements a plus.
* Strong attention to detail, able to work as a team player and take initiative a must
* Demonstrated project management skills
* Demonstrated verbal, written and interpersonal skills to communicate effectively and advocate with all levels of organization staff
* Knowledge of privacy and GDPR requirements around data and records retention
* Experience with institutional/business archives and/or knowledge of role of archives in life cycle of records required
* Solutions oriented, with strong project management and organizational skills
* Must be self-motivated, organized and detail-minded; able to take direction and work independently
* Must be comfortable interacting with legal and IT teams

Budget Responsibility

Advise Manager on expected off-site storage and service fees

Internal Contacts

All business units, Office of the General Council, Audit, IT Business Operations

External Contacts

Vendors

Equipment Used

Personal computer (must have proficiency in Word, Excel, PowerPoint, and Outlook), copier, and telephone.

Why Work for Rotary?

* Generous medical benefits package (1 Year Temporary Position)
* Progressive 401k matching contributions (After 1000 hours of employment - 1 Year Temporary Position)
* 15 days of paid Discretionary Time (1 Year Temporary Position)
* On-site cafeteria and coffee bar
* Flextime - several different work schedules to choose from
* Close to CTA, Metra, a variety of stores, and many food options