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Date Posted: 3/30/17

Design and Construction Records Manager
University of California, Santa Cruz

Physical Planning & Construction
JOB #: 1707022

Starting Salary Range: $60,000-$87,000/annually. Salary commensurate with qualifications and experience.

UCSC strives to embrace diversity in all its forms; it strives to be an inclusive community that fosters an open, enlightened & productive environment.

Develops and manages procedures that promote sound, efficient, and economical records management, which includes creation, organization of, and access to records; maintenance, retention and disposition of administrative records; and security and privacy of records. Supports the management of recorded information, consults with users to develop compliant, secured and trustworthy record keeping systems that are efficiently maintained, establishes processes and guidelines to dispose of records when their administrative, legal, audit, regulatory and historical value have ceased. Ensures compliance to standards, applicable laws and internal policies, and operating procedures for consistent creation, maintenance and use, and disposition of University records. May include classifying, storing, securing, and destroying (or in some cases, archival preservation) records or consulting others on how to apply best practices to such activities.

Uses professional knowledge of records management to resolve diverse or complex records management issues according to University policies and procedures. Exercises judgment in selecting methods, techniques and evaluation criteria for obtaining results. Contacts are both internal and external to the department at all levels.

Under the general direction of the Director - Finances and Operations, this position assumes full responsibility for oversight and management of the PPC Records Department, which is UCSC's "office of record" for documents regarding planning and capital projects, information related to the physical campus, and other materials. These include documents related to: planning, pre-design, design, and construction records and documents. Primary responsibilities of the incumbent include: development, oversight, clear organization, and maintenance of systems and archives (digital and paper) to provide secure storage as well as ready retrieval of information in support of PPC for all planning, design, and construction documents; construction document administration, as well as oversight of technical project assistance functions including research, duplication and digitization. This position is the contact point and coordinates responses to Public Records Requests. In a fast-paced and highly technical environment, the incumbent will initiate solutions for the unit's document and technical needs as well as procedural improvements. The incumbent will provide the unit with leadership, direction and act as subject matter expert on the principles and policies of records management and construction document administration.

Physical Planning and Construction (PPC) supports the UC Santa Cruz academic vision by managing and overseeing all physical planning, design, and construction. Under the direction of the Campus Architect/Building Official, PPC ensures that projects contribute to and support campus life by creating visually pleasing, functional, and sustainable facilities that are sensitive and responsive to the surrounding natural landscape. We collaborate with other campus departments to facilitate and realize their programmatic, or operational needs when building or altering facilities.

Qualifications include:

Working knowledge of current policies, applicable laws and common practices in the design and construction records management area, including record and information collection, retention and disposition, and record access and security.

Experience with electronic records management systems and their applicability to the construction environment, records, imaging/workflow, database management systems, and text retrieval methods.

Knowledge of architectural and engineering administrative practices including methodology and terminology. Experience with the language, organization and content of plans, specifications, contracts, agreements, shop drawings, product literature, planning and environmental documents, soils reports, and other construction-related documents sufficient to analyze, process, distribute, archive, and retrieve information related to projects.

Ability to analyze situations, define problems/objectives, recognize alternatives, recommend and implement creative and logical solutions. Ability to maintain a broad overview of numerous record-keeping systems, their attributes and inter-relations, and excellent organization and record keeping skills with strong attention to detail. 

Understanding of and experience with current technology to establish and maintain files and technical records, both in digital and paper form. Experience developing and maintaining digital and paper archives.

Position is open until filled; Initial Review Date: 03-29-2017

View full job description and access on-line application: 

To ensure review of application materials by the hiring unit they must be submitted electronically via the Staff Employment Opportunities web site ( ) on or before the initial review date. Computers are available at the UCSC Staff Human Resources office located at 1201 Shaffer Road, Santa Cruz. For further information or to request disability accommodation call 831-459-2009. Hearing impaired are encouraged to use the California Relay Service 800-735-2922. The University of California, Santa Cruz is an Equal Opportunity Employer.

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