American Medical Association


 


Position Description


 

 

Position Title:             Program Administrator

                                    Department of Records Management and
Archives

 

Salary Range:            Mid to upper 40's

 

Primary Purpose:       Support the objectives of the Department by
managing activities related to the storage of hard copy records at the
offsite records center, record retention scheduling, and micrographics.

 

Essential Functions/Responsibilities:

 

1.      Manage, review and update AMA's record retention program to
include identifying department record series; conducting legal research;
determining how long records need to be retained for legal, fiscal,
operational and historical purposes; obtaining approvals from Director
and from Legal.  Ensure retention schedule is current and that AMA is in
compliance with federal and state regulatory record keeping
requirements.   15%

 

2.      Develop and maintain the Records Program Manual documenting the
records retention program including program development, legal research,
record retention schedules, program review and revisions, procedures,
approvals and destruction of records.  As policies and procedures
change, coordinates the updates to Human Resources Policy and to the
Administrative Guide.   15%

 

3.      Maintain an accurate inventory of all microfilm records and all
records consigned to the record center.   10%

 

4.      Coordinate offsite storage, retrieval, and refiling of hard copy
inactive records and microfilm meeting staff needs and ensuring
compliance with department procedures and record retention policies.
10%

 

5.      Coordinate the systematic destruction of inactive records housed
in the offsite records center, ensuring compliance with established
records retention policies and schedules.   10%

 

6.      Provide advice and counsel to staff on the application of record
management policies.   10%

 

7.      As determined, propose revised policies and procedures to
Department Director, obtain approval and implement.   5%

 

8.      Coordinate microfilm projects and maintenance of micrographic
equipment with outside service bureaus, assuring work is completed in
accordance with professional standards.   5%




 

9.      Provide researchers microfilm and instruction on how to use the
micrographic equipment.   5%

 

10.  Reconcile and approves micrographic and record center vendor
invoices, and charge back to departments.   5%

 

11.  Assist Archivist in entering data into the Archives Collection
Management database.   5%

 

 

Other Functions/Responsibilities:

 

1.      Conduct research on special projects (i.e. subpoena requests)
and perform other functions as assigned by the Director.  3%

 

2.      Coordinate building and Archive tours, and provide general
reference and research services when the Archivist is out of the office.
2%

 

 

Reports To:                Director, Records Management and Archives

 

 

Prepared:                    October 2007

 

 




American Medical Association


 


Position Dimensions


 

Position Title:             Program Administrator

Department of Records Management and Archives

 

 

Position Dimensions:

 

1.      Bachelor's Degree preferred; high school graduate required.

 

2.      Minimum of 2 years relevant work experience in a records
management environment to include familiarity with records management
industry standards, principles, and practices.  Working knowledge of
State and Federal laws regarding record retention also needed.

 

3.      Proven record retention scheduling and legal research skills.
Familiarity with legal and regulatory research software, preferably
Retention Manager. 

 

4.      Demonstrated ability to tackle projects independently as well as
part of a collaborative team.

 

5.      Good decision making skills.

 

6.      Excellent interpersonal skills with ability to interact
effectively with all levels of AMA management.

 

7.      Strong organization skills and very detail oriented.

 

8.      Good verbal and written communication skills.

 

9.      Proficient in MS Word, PowerPoint, Windows Explorer.

 

10.  Able to lift 40 pound cartons, load carts and pick up and deliver
throughout the building.

 

 

Prepared:                    October 2007

 

Email resume to Chris Lenz at [log in to unmask] or mail resume to
Chris Lenz , American Medical Association, 515 N. State St., Chicago, IL
60610  

 

No relocation fees paid.

 

Although we certainly welcome all responses, only candidates to be
interviewed will be contacted.

 

 

 
 

 

List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
To unsubscribe from this list, click the below link. If not already present, place UNSUBSCRIBE RECMGMT-L or UNSUB RECMGMT-L in the body of the message.
mailto:[log in to unmask]