Records Management Specialist

Records Management Specialist

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.

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 / .

Preferred Qualifications :

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

Each agency within the Commonwealth of Virginia is dedicated to recruiting, supporting, and maintaining a competent and diverse work force. Equal Opportunity Employer