Open Records Manager

Chartered by the state of Georgia in 1785, the University of Georgia is the birthplace of public higher education in America and is the state's flagship university (https://www.uga.edu/). The proof is in our more than 240 years of academic and professional achievements and our continual commitment to higher education. UGA is currently ranked among the top 20 public universities in U.S. News & World Report. The University's main campus is located in Athens, approximately 65 miles northeast of Atlanta, with extended campuses in Atlanta, Griffin, Gwinnett, and Tifton. UGA employs approximately 3,100 faculty and more than 7,700 full-time staff. The University's enrollment exceeds 41,000 students including over 31,000 undergraduates and over 10,000 graduate and professional students. Academic programs reside in 19 schools and colleges, including our newly established School of Medicine.

Monday-Friday, 8am-5pm. Occasional nights and weekends needed.

The University of Georgia is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to age, color, disability, genetic information, national origin, race, religion, sex, or veteran status or other protected status. Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact Central HR ( hrweb@uga.edu).

The University System of Georgia is comprised of our 25 institutions of higher education and learning, as well the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 08.02.18.01.02.

Additionally, USG supports Freedom of Expression as stated in Board Policy 06.05 Freedom of Expression and Academic Freedom.

The Open Records Manager administers, coordinates and manages the University of Georgia's open records program and serves as the primary point of contact for institutional open records requests. Volume is significant, averaging more than 500 requests per year. The individual in this position coordinates the intake, tracking, retrieval, organization and delivery of responsive records; communicates with requesters; coordinates with campus units and departments; and works with the Office of Legal Affairs on legal requirements, exemptions and compliance. The Open Records Manager holds a highly responsible position for the University of Georgia, as timely and accurate performance of these duties is required by law.

The position reports to the Assistant Vice President and Chief of Staff to the Vice President for Marketing & Communications and serves as the division liaison on open records matters with the UGA Police Department, the Office of Legal Affairs, and Enterprise Information and Technology Services ( EITS).

* Strong knowledge of Open Records law, preferably for the State of Georgia, and its requirements for institutional response, procedures, records management, and records retention.
* Skill in coordinating public records requests and retrieving and organizing electronic and physical records.

* Skill in maintaining accurate records and tracking systems and communicating effectively with internal and external stakeholders.
* Ability to manage multiple requests and deadlines while maintaining confidentiality and exercising sound judgment when handling sensitive information.
* Ability to conduct training and presentations on open records procedures and protocols.
* Working knowledge of Microsoft 365 applications and related technologies.

Work in standard office environment

Be advised a credit check will be required for all positions with financial responsibilities. For additional information about the credit check criteria, visit the UGA Credit Background Check website.

Offers of employment are contingent upon completion of a background investigation including, a criminal background check demonstrating your eligibility for employment with the University of Georgia; confirmation of the credentials and employment history reflected in your application materials (including reference checks) as they relate to the job-based requirements of the position applied for; and, if applicable, a satisfactory credit check. You may also be subject to a pre-employment drug test for positions with high-risk responsibilities, if applicable. Please visit the UGA Background Check website.

Administers and coordinates institutional open records requests. Serves as the primary point of contact for requests received through email, mail, telephone, text, and/or a public records management platform. Logs, tracks, and manages requests; monitors deadlines; communicates with requesters; and coordinates with the Office of Legal Affairs on legal and compliance matters.

Coordinates the identification and retrieval of responsive records. Works with departments, units, and records custodians to identify and obtain responsive records. Coordinates with EITS and other University offices to retrieve electronic records, including email; organizes and compiles responsive records; and coordinates their review, processing, and delivery in accordance with university procedures and guidance from the Office of Legal Affairs.

Provides training and education on open records procedures. Develops and conducts Open Records presentations and training for university units upon request. Works with the Office of Legal Affairs, as appropriate, to provide training on open records responsibilities, procedures, and protocols. Provides Open Records orientation and training to newly hired Vice Presidents, Deans, and other senior administrators as part of their onboarding with the Division of Marketing & Communications.

Maintains records and coordinates records disposition for the Open Records Office. Archives material from the Open Records Office to the UGA Repository that fall within the past three fiscal years in accordance with the university's records-retention schedule. Coordinates the secure destruction of eligible documents and ensures that such actions are properly documented and authorized.

Program administration and continuous improvement. Maintains and updates Open Records procedures, tracking systems, templates, and other program documentation; identifies opportunities to improve the efficiency and consistency of the University's open records process; prepares reports or other information regarding request activity as needed.

Performs other duties as necessary and/or requested.