Job Description - Coordinator, Records
Description View created on 10/09/2015

Coordinator, Records

FLSA Status: Non-Exempt
Pay Grade: 13
Job Title ID: 194004
Job Series/Job Family: Information Technology Series / Institutional Records Family

Reports To

Manager, Institutional Records

Job Purpose

To coordinate and implement College-wide document imaging projects.

Description of Duties and Tasks

Essential duties and responsibilities include the following. Other duties may be assigned.

  1. Coordinates and implements the College-wide electronic imaging/document management plan; analyzes College records and workflow; evaluates current computing environment including hardware, software, and space requirements; determines the need for back-file conversion.

  2. Assists the manager in the development of goals, objectives, timelines, new workflow processes, implementation roles, and responsibilities and qualifies work volumes.

  3. Provides technical support and maintains all aspects of the College-wide electronic imaging system; runs preventative maintenance processes to ensure the integrity of the database structure and reliability of data; imports data from the College administrative system and ensures consistency between the systems.

  4. Designs and maintains statistical reports, provides training, and acts as a liaison and technical resources for electronic imaging processes; coordinates the development and maintenance of process standards to ensure quality control.

  5. Researches, evaluates, and recommends changes to College-wide electronic imaging systems to ensure currency with emerging technologies and effectiveness during the migration of College data; interprets and complies with federal and state regulations regarding electronic storage, retention, preservation, and disposition of College records.

  6. Provides quality assurance system checks by analyzing and troubleshooting electronic processing problems and by isolating and resolving hardware and software problems; tests software and hardware upgrades to prevent loss of functionality.

  7. Stays current regarding document management and record preservation imaging processes by attending relevant workshops and reading professional literature.

  8. Assists in analyzing department records, classifies, and researches appropriate retention values for each class.

  9. Assists in preparing retention schedule drafts for review.

  10. Oversees and trains regular and hourly staff.

  11. Coordinates the design and creation of database architectures and security models for College electronic imaging projects to ensure security, integrity, and accessibility of College records; develops advanced complex queries; creates and coordinates user accounts and use groups, and establishes appropriate levels of security.


Must possess required knowledge and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.



Must possess required skills and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.


Computer Skills


Physical Requirements

Work Experience