ABOUT THE JOB
The ACLU seeks a full-time position of Associate Director of Records Management and Archives in the Business Operations and Support Services Department of the ACLU’s National office in New York, NY.
The Business Operations and Support Services department, in the office of the Chief Operating Officer, works to enable organizational and operational effectiveness by partnering with ACLU staff across the enterprise to provide business solutions, training, physical space planning, facilities operations, capital projects, records management and archives services. The department continually evaluates operations to maximize resources, mitigate risk, and achieve the organization’s strategic goals.
Reporting to the Deputy Chief Operating Officer, the Associate Director of Records Management and Archives will be responsible for ensuring the ACLU is effectively managing records to ensure compliance, mitigate risk, and preserve critical business information. This position also oversees the ACLU’s archive to ensure the history of the ACLU’s fight for justice is preserved and accessible to internal stakeholders and external partners.
- Lead and implement the vision and strategy for the records management and archives program at the ACLU, creating programs and infrastructure to meet the evolving information governance needs of the organization.
- Partner with the Chief Information Officer (CIO) and Chief Privacy Officer (CPvO) on organizational information management strategy and initiatives including policy, infrastructure, security, and long-term planning.
- Lead by example in managing a team of archives and records management professionals, driving effective outcomes through the use of data, feedback and accountability while creating a supportive and learning-driven environment that fosters high staff engagement and professional growth.
Records Management Program:
- Create and implement a digital records management program, partnering with Information Technology, Privacy & Data Governance, and Technology, Analytics & Product teams
- Act as the business owner on core records management applications and work with Information Technology and Privacy & Data Governance to ensure configuration and use support information governance requirements. Support department business users to ensure applications meet their record management needs
- Oversee day-to-day records management and archives operations, such as the maintenance and revision of the retention schedule; the preparation and delivery of education and training to staff; the conducting of records retention and disposition; the fulfillment of circulation and reference requests; and the description, preservation, and other technical work required to ensure timely access to the organization’s records and archives
- Manage the development, implementation, and maintenance of archives- and records-management-related policies, procedures, and guidelines for ACLU records in all formats, to ensure compliance with statutory, regulatory, and internal policies and requirements. Ensure all records management processes and policies are clearly documented, accessible, and usable by staff
- Oversee the development and maintenance of records management education for ACLU staff and deliver training
- Keeping up with records management trends and/or changes to applicable laws and regulations
- Design and manage protocols to capture and process ACLU historical records and resources in all formats (digital, audio/visual, and textual), including those published via third parties (e.g., social media) Perform research and respond to staff reference inquiries, as needed
- Develop strategy for long-term retention of internal ACLU digital archival collections, ensuring security, fixity, and accessibility to these records and items
- Serve as archival liaison to Princeton University Library, the ACLU’s archival repository, overseeing operations involved with the transfer of ACLU historical records, working to resolve any questions of policy that may arise with respect to the archives, and fostering a strong partnership between the two institutions
- Initiate and direct special projects executed internally or by vendors to improve access to archives, such as digitization and format migration
- Lead the development of processes for data transfers and related quality controls for secure and complete transfers of data constituting ACLU historical records to its archival repository
Records Management and Archives Program/Team Management:
- Lead records management and archives operations team of two to support effective and efficient operations. Provide strategic direction, guidance, and support for records management and archives staff, including in implementation of policies and appraisal of records. Facilitate opportunities for professional development and cultivation of skills. Manage consultants and temporary workers, as needed
- Oversee the negotiation and execution of any ACLU contracts involving reproduction and dissemination of ACLU records
- Carry out all records management and archives program-related managerial functions, including budget preparation, personnel administration, and vendor management
In addition to:
- Engage in special projects and other duties as assigned
- Center principles of equity, inclusion, and belonging in all work, embedding the values in program development, policy application, and organizational practices and processes
- Commitment to the mission of the ACLU
- Demonstrate a commitment to diversity within the office using a personal approach that values all individuals and respects differences in regards to race, ethnicity, age, gender identity and expression, sexual orientation, religion, disability and socio-economic circumstance
- Commitment to work collaboratively and respectfully toward resolving obstacles and/or conflicts
EXPERIENCE & QUALIFICATIONS
- Demonstrated experience leading records management functions in a complex environment
- Knowledge of general principles and practices of archival management, such as those relating to appraisal, description, and preservation
- Demonstrated experience implementing and/or managing an enterprise-wide digital records management system or application, including understanding of effective information management practices and end-user requirements
- Proven ability to design and implement streamlined records management policy and process solutions in a complex business environment. Problem solving skills, decision-making ability, and the ability to take initiative required
- Strong project management, change management, and business analysis experience and skills
- Knowledge and experience with Microsoft Office suite, digital imaging software, and records or content management systems
- Strong ability to collaborate with internal groups and outside consultants, supervise processes, and maintain integrity of organizational standards
- Experience managing vendor relationships to maximize organizational value and mitigate risk, including evaluating and negotiating contracts for favorable business terms and effective deliverables
- Ability to recognize confidential, sensitive, and/or proprietary information and ensure it is treated appropriately
- Strong financial- and budget-management skills
- Strong team-building and management skills including employee coaching and development
- Ability to handle multiple projects simultaneously, clearly communicate progress, and address issues while still meeting required deadlines. Ability to adapt and quickly adjust in response to changing priorities
- Exceptional research and reference skills
- Ability to transport or move record boxes weighing up to 30-pound across the office
- Excellent oral, written, and interpersonal communications skills
- Excellent customer service and relationship-building skills
- Ability to work effectively both independently and as part of a team
- Excellent organizational skills and attention to detail
We'd love to hear more about you and how your skills and experience align with this opportunity. Please be sure to include a cover letter with your application submission.
The ACLU values equity, transparency, and clarity in pay. Consistent with the ACLU’s compensation philosophy, there is a set salary for this role. The annual salary for this position is $143,943 (Level E), reflective of a position based in New York, NY, where our National offices are headquartered. This salary will be subject to a locality adjustment (according to a specific city and state), if an authorization is granted to work outside of the location listed in this posting.
ABOUT THE ACLU
The ACLU dares to create a more perfect union – beyond one person, party, or side. Our mission is to realize this promise of the United States Constitution for all and expand the reach of its guarantees.
For over 100 years, the ACLU has worked to defend and preserve the individual rights and liberties guaranteed by the Constitution and laws of the United States. Whether it’s ending mass incarceration, achieving full equality for the LGBTQ+ community, establishing new privacy protections for our digital age, or preserving the right to vote or the right to have an abortion, the ACLU takes up the toughest civil liberties cases and issues to defend all people from government abuse and overreach.
Equity, diversity, and inclusion are core values of the ACLU and central to our work to advance liberty, equality, and justice for all. We are a community committed to learning and growth, humility and grace, transparency and accountability. We believe in a collective responsibility to create a culture of belonging for all people within our organization – one that respects and embraces difference; treats everyone equitably; and empowers our colleagues to do the best work possible. We are as committed to anti-oppression and anti-racism internally as we are externally. Because whether we’re in the courts or in the office, we believe ‘We the People’ means all of us.
The ACLU is an equal opportunity employer. We value a diverse workforce and an inclusive culture. The ACLU encourages applications from all qualified individuals without regard to race, color, religion, gender, sexual orientation, gender identity or expression, age, national origin, marital status, citizenship, disability, veteran status and record of arrest or conviction, or any other characteristic protected by applicable law. Black people, Indigenous people, people of color; lesbian, gay, bisexual, transgender, queer, and intersex people; women; people with disabilities, protected veterans, and formerly incarcerated individuals are all strongly encouraged to apply.
The ACLU makes every effort to assure that its recruitment and employment provide all qualified persons, including persons with disabilities, with full opportunities for employment in all positions.
The ACLU is committed to providing reasonable accommodation to individuals with disabilities. If you are a qualified individual with a disability and need assistance applying online, please email firstname.lastname@example.org. If you are selected for an interview, you will receive additional information regarding how to request an accommodation for the interview process.
The Department of Education has determined that employment in this position at the ACLU does not qualify for the Public Service Loan Forgiveness Program.