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.

RESPONSIBILITIES

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

Archives Program:

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.

COMPENSATION

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 benefits.hrdept@aclu.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.

Apply for this Job

* Required

First Name *

Last Name *

Email *

Phone

Resume/CV *

(File types: pdf, doc, docx, txt, rtf)

Cover Letter *

(File types: pdf, doc, docx, txt, rtf)

Pronouns (optional)

At the ACLU, we deeply value diversity, inclusion, and belonging. We actively work to ensure that we are addressing everyone appropriately and that we’re acknowledging their identity as they would like. Examples of common pronouns are 'she/her/hers,' 'he/him/his,' and 'they/them/theirs.' This is optional, but if you’re comfortable, please share your pronouns.

First Name/Common Use First Name (optional)

A common use name (sometimes known as a chosen name, nickname, or a name-in-use) is the use of a name, usually a first name, that is different from a person's legal name. Common use names can be used in organizational communications and informational materials such as email correspondence, staff directories, business cards, software and similar systems which do not require the use of a legal name. Legal names will continue to be used where required by law or organizational policy, including but not limited to, formal organizational and employment correspondence in addition to immigration, payroll, tax, benefits and insurance documents.

Are you a current employee? *

Referral Source

Please share how you heard about the job. This information will be kept confidential and shared only with our Human Resources department for tracking purposes.

_____________________________________________________________________________________________ The following demographic questions are optional. They are used to help us better understand our applicant pool and to continually improve our outreach and recruitment efforts. Individuals seeking employment at the ACLU are considered without regards to race, color, religion, national origin, age, sex, marital status, ancestry, physical or mental disability, veteran status, gender identity, or sexual orientation.

Race and/or Ethnicity

If you chose 'A race or ethnic group not listed,' please let us know how you self-identify:

______________________________________________________________

Gender

If you chose "A gender not listed," please let us know how you self-identify:

__________________________________________________________________________________________

Voluntary Self-Identification of Disability

Why are you being asked to complete this form?

We are committed to equal opportunity to qualified people with disabilities. To help us measure how well we are doing, we are asking you to tell us if you have a disability or if you ever had a disability. Completing this form is voluntary, but we hope that you will choose to fill it out. If you are applying for a job, any answer you give will be kept private and will not be used against you in any way.

If you already work for us, your answer will not be used against you in any way. Because a person may become disabled at any time, we are required to ask all of our employees to update their information every five years. You may voluntarily self-identify as having a disability on this form without fear of any punishment because you did not identify as having a disability earlier.

How do I know if I have a disability?

You are considered to have a disability if you have a physical or mental impairment or medical condition that substantially limits a major life activity, or if you have a history or record of such an impairment or medical condition.

Disabilities include, but are not limited to:

Blindness
Deafness
Cancer
Diabetes
Epilepsy
Autism
Cerebral palsy
HIV/AIDS
Schizophrenia
Muscular dystrophy
Bipolar disorder
Major depression
Multiple sclerosis (MS)
Missing limbs or partially missing limbs
Post-traumatic stress disorder (PTSD)
Obsessive compulsive disorder
Impairments requiring the use of a wheelchair
Intellectual disability (previously called mental retardation)

Disability Status:

Significant Disability Status

Disability diversity in the workplace includes people with significant disabilities. A “significant disability” is one that is associated with particularly low employment rates. The federal government has recognized that individuals with certain disabilities, particularly manifest disabilities, face barriers to employment above and beyond the barriers faced by people with the broader range of disabilities. See Questions and Answers: The EEOC's Final Rule on Affirmative Action for People with Disabilities in Federal Employment, (https://www.eeoc.gov/laws/regulations/qanda-ada-disabilities-final-rule.cfm). The ACLU’s affirmative action plan for people with disabilities includes an overall goal for people with a broad range of disabilities, and a “subgoal” for people with significant disabilities.

__________________________________________________________________________________________

Veteran Status

If you believe you belong to any of the categories of protected veterans listed below, please indicate by making the appropriate selection. As a government contractor subject to Vietnam Era Veterans Readjustment Assistance Act (VEVRAA), we request this information in order to measure the effectiveness of the outreach and positive recruitment efforts we undertake pursuant to VEVRAA. Classification of protected categories is as follows:

A "disabled veteran" is one of the following: a veteran of the U.S. military, ground, naval or air service who is entitled to compensation (or who but for the receipt of military retired pay would be entitled to compensation) under laws administered by the Secretary of Veterans Affairs; or a person who was discharged or released from active duty because of a service-connected disability.

A "recently separated veteran" means any veteran during the three-year period beginning on the date of such veteran's discharge or release from active duty in the U.S. military, ground, naval, or air service.

An "active duty wartime or campaign badge veteran" means a veteran who served on active duty in the U.S. military, ground, naval or air service during a war, or in a campaign or expedition for which a campaign badge has been authorized under the laws administered by the Department of Defense.

An "Armed forces service medal veteran" means a veteran who, while serving on active duty in the U.S. military, ground, naval or air service, participated in a United States military operation for which an Armed Forces service medal was awarded pursuant to Executive Order 12985.

Voluntary Self-Identification

For government reporting purposes, we ask candidates to respond to the below self-identification survey. Completion of the form is entirely voluntary. Whatever your decision, it will not be considered in the hiring process or thereafter. Any information that you do provide will be recorded and maintained in a confidential file.

As set forth in ACLU - National Office’s Equal Employment Opportunity policy, we do not discriminate on the basis of any protected group status under any applicable law.

Gender

Are you Hispanic/Latino?

Please identify your race

Race & Ethnicity Definitions

If you believe you belong to any of the categories of protected veterans listed below, please indicate by making the appropriate selection. As a government contractor subject to the Vietnam Era Veterans Readjustment Assistance Act (VEVRAA), we request this information in order to measure the effectiveness of the outreach and positive recruitment efforts we undertake pursuant to VEVRAA. Classification of protected categories is as follows:

Veteran Status

Form CC-305

OMB Control Number 1250-0005

Expires 05/31/2023

Voluntary Self-Identification of Disability

Why are you being asked to complete this form?

We are a federal contractor or subcontractor required by law to provide equal employment opportunity to qualified people with disabilities. We are also required to measure our progress toward having at least 7% of our workforce be individuals with disabilities. To do this, we must ask applicants and employees if they have a disability or have ever had a disability. Because a person may become disabled at any time, we ask all of our employees to update their information at least every five years.

Identifying yourself as an individual with a disability is voluntary, and we hope that you will choose to do so. Your answer will be maintained confidentially and not be seen by selecting officials or anyone else involved in making personnel decisions. Completing the form will not negatively impact you in any way, regardless of whether you have self-identified in the past. For more information about this form or the equal employment obligations of federal contractors under Section 503 of the Rehabilitation Act, visit the U.S. Department of Labor’s Office of Federal Contract Compliance Programs (OFCCP) website at www.dol.gov/ofccp.

How do you know if you have a disability?

Disabilities include, but are not limited to:

Autism
Autoimmune disorder, for example, lupus, fibromyalgia, rheumatoid arthritis, or HIV/AIDS
Blind or low vision
Cancer
Cardiovascular or heart disease
Celiac disease
Cerebral palsy
Deaf or hard of hearing
Depression or anxiety
Diabetes
Epilepsy
Gastrointestinal disorders, for example, Crohn's Disease, or irritable bowel syndrome
Intellectual disability
Missing limbs or partially missing limbs
Nervous system condition for example, migraine headaches, Parkinson’s disease, or Multiple sclerosis (MS)
Psychiatric condition, for example, bipolar disorder, schizophrenia, PTSD, or major depression

Disability Status

PUBLIC BURDEN STATEMENT: According to the Paperwork Reduction Act of 1995 no persons are required to respond to a collection of information unless such collection displays a valid OMB control number. This survey should take about 5 minutes to complete.

Please reach out to our support team via our help center.

Associate Director, Records Management and Archives