What are the responsibilities and job description for the Records Management Specialist position at Wisconsin Foundation and Alumni Association?
Overview
The Wisconsin Foundation and Alumni Association (WFAA)*, the private fundraising and alumni relations organization for UW-Madison. We are seeking a diligent and experienced Records Management Specialist to oversee the management of organizational records utilizing the OnBase system. This role will be integral in managing, maintaining, and optimizing our digital records, ensuring compliance with organizational policies and regulatory standards. The ideal candidate will have a strong background in document retention and destruction, scanning and Optical Character Recognition (OCR) processes, and optimizing the use of electronic records management tools. This position is a hybrid role and will require you to work in our Madison, WI office at least two days weekly.
Who is WFAA?
The Wisconsin Foundation and Alumni Association (WFAA) is a private, nonprofit corporation that encourages individuals and organizations to make gifts to the university and to connect with the UW. In 2014, the UW Foundation merged with the Wisconsin Alumni Association® to better serve a growing population of UW alumni and donors. We believe that private support grows out of good relationships between campus leaders, faculty and program staff who need support, and the alumni and friends who want to invest in UW–Madison. We provide important engagement opportunities to link UW–Madison alumni to each other and to their alma mater, building a strong community of Badgers.
Diversity and Inclusion:
Just as the university community benefits from differing viewpoints, perspectives, and experiences, inclusion and diversity are imperative for the success of our mission. WFAA values people and the differences that they bring to the organization, and creates an environment in which all staff members and constituents feel respected and have opportunities to thrive.
Essential Functions
Electronic Records Management
- Oversee the classification, retention, retrieval, and disposition of electronic records in compliance with organizational policies and regulatory requirements.
- Develop and implement effective document retention policies and schedules. Ensure that all records are securely stored, easily retrievable, and destroyed in compliance with legal and regulatory requirements.
- Oversee the scanning of physical documents and the application of OCR (Optical Character Recognition) technology to convert them into searchable electronic formats. Ensure high accuracy and quality of digitized documents.
- Optimize the use of OnBase and other electronic management tools. Ensure efficient organization, tracking and retrieval of electronic documents.
- Identify opportunities to streamline records management processes and improve efficiency.
Compliance and Risk Management
- Ensure all records management practices comply with relevant laws, regulations, and organizational policies. Identify and mitigate risks related to records management.
Training and Support
- Provide guidance and training to staff on electronic records management practices and the use of electronic records management tools.
- Develop user-friendly records management guidelines and best practices.
- Foster a culture of compliance and efficiency within the organization.
Audits and Reporting
- Conduct regular audits of records management practices and report findings to management.
- Implement improvements based on audit results and feedback.
Qualifications
Required Qualifications:
- Bachelor's degree in Information Management, Library Science, or a related field OR comperable professional work experience .
- 3 years of experience in records management, preferably in a non-profit organization.
- Proficiency in scanning, OCR, and electronic records management tools, particularly OnBase.
- Strong knowledge of document retention policies and legal requirements.
Other Qualifications:
- Excellent organizational and project management skills.
- Strong attention to detail and accuracy.
- Excellent analytic, communication and training skills.
WFAA is committed to provide our employees with an environment that is inspiring, creative and respectful. We offer competitive pay and an excellent benefits program, which includes a 10% 401k contribution after 1 year of service!
The Wisconsin Foundation and Alumni Association is an Equal Opportunity Employer *The Wisconsin Foundation and Alumni Association is the “doing business as” name of the merged organization comprising the University of Wisconsin Foundation (supportuw.org) and the Wisconsin Alumni Association (uwalumni.com). Its legal corporate name is registered as the University of Wisconsin Foundation.
