UCSD Layoff from Career Appointment: Apply by 05/14/18 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor. Eligible Disability Counseling and Consulting services (DCC) or Special Selection clients should contact their Vocational Rehabilitation Counselor for assistance.
The Records Management Lead is responsible for the maintenance of a records retention plan for UC San Diego donor records in compliance with IRS, UC San Diego, and UCOP standards. As part of this plan, incumbent will implement a document imaging process that will scan donor related information that is accessible through the Papersave Program. Work with the Gift Processing, Data Resource Services, and Advancement representatives to continuously improve the process for ease of accessibility, completeness of information, and data integrity.
The incumbent will monitor the document imaging process to ensure that the highest level of data privacy and security is always in place in accordance with standards established by UCOP, UC San Diego Advancement and US government regulations. The incumbent will develop policies, procedures, and forms that will maintain the highest quality of data and accessibility to fundraising and audited information.
This position requires an individual who is highly detail oriented who can learn and comprehend complex databases with highly detailed policies and procedures. Uses professional concepts. Applies organizational policies and procedures to resolve various issues. Works on problems of limited to moderate scope where analysis of situations or data requires a review of multiple factors. Exercises judgment within defined procedures and practices to determine appropriate action. Contacts are primarily internal to the department, but may also be external.
Must have access to reliable transportation.
Occasional evenings and weekends may be required.
Demonstrated knowledge of records management principles and practices. Limited experience with automated storage and retrieval systems, and electronic records.
Demonstrated experience and progressive experience in records management, including developing and implementing new records systems, policies, and procedures.
Experience in analyzing, classifying, indexing, and cross-indexing a large variety of detailed records. Well honed research and analytical skills and application to complex documentation, problems and conditions.
In-depth experience in implementing a computerized document imaging system strongly preferred.
Ability to efficiently and strategically determine the short vs. long term value of retaining documentation for institutional and fundraising needs through a retention and disposal schedule.
Working knowledge of personal computers, printers, and software, including Word, MicroSoft Excel, and other software adopted as the standard for Advancement with expertise to utilize on-line databases and other software to retrieve, create and compile up-to-the minute documents and reports.
Experience in organizing electronic documentation for multiple retrieval methods based upon a single logic structure that can be translated into a nework and web-based search form.
Strong knowledge and ability to write, vet, proofread, implement, and train staff in policies and procedures used in establishing, maintaining, and controlling an extensive computerized records system.
Clear proven ability to analyze documents, decipher and organize information, validate necessity of records information, train others in this skill, and ensure that necessary records are maintained and all other documentation properly disposed.
Demonstrated ability to understand and use complex laws, policies, and procedures with emphasis on IRS laws governing charitable giving.
Strong customer service skills. Ability to interact with a wide range of people within the community and the UC system, using a high degree of diplomacy, tact, and a high-quality service attitude.
Job offer is contingent upon a satisfactory clearance based on background check results.
UC San Diego is an academic powerhouse and economic engine, recognized as one of the top 8 public universities by U.S. News and World Report. Innovation is central to who we are and what we do. Here, students learn that knowledge isn't just acquired in the classroom - life is their laboratory. UC San Diego's rich academic portfolio includes six undergraduate colleges, five academic divisions and five graduate and professional schools. The university's award-winning scholars are experts at the forefront of their fields with an impressive track record for achieving scientific, medical and technological breakthroughs.