Mid Level Records Administrator Jobs
Mid level records administrator jobs go to professionals ready to own compliance workflows, mentor junior staff, and manage records systems with minimal oversight. Openings are spread across on-site, hybrid, and remote settings in Education, Fashion & Apparel, and Government & Public Sector, with Boston University, Shaw Industries, and El Camino Health hiring at this level now.
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INTRODUCTION
This position will serve as the Policy Officer and the Records Officer. The Policy Officer manages the development, review, implementation, and maintenance of institutional policies and related procedures. This position collaborates with campus stakeholders, the Office of General Counsel, and Division of Communication and Marketing to promote policy compliance, support governance processes, and ensure institutional policies align with applicable laws, regulations, accreditation standards, and strategic objectives.
Serving as the Records Officer, this role oversees the University's records management program to ensure institutional records are created, maintained, retained, and disposed of in accordance with applicable laws, regulations, accreditation standards, and university policies. The position provides guidance to campus departments on records governance, retention requirements, information lifecycle management, and compliance with public records and privacy requirements.
This role reports to the Executive Director of Institutional Compliance, and coordinates activities closely with the Office of General Counsel, the Director of Privacy, and the Treasurer.
Responsibilities
Responsibilities include but not limited to:
Policy Development and Management
- Coordinate the timely development, revision, review, and retirement of university policies and associated procedures.
- Facilitate policy review processes involving academic and administrative stakeholders.
- Ensure policies are written in a clear, consistent, and accessible format.
- Maintain the university's policy framework and policy lifecycle management processes.
- Monitor policy review schedules and ensure timely updates.
- Ensure alignment between system policies and campus policies.
Compliance and Regulatory Support
- Coordinate with Institutional Compliance to understand federal, state, and institutional regulations affecting university operations.
- Assess policy implications of new legislation, regulatory changes, and accreditation requirements.
- Collaborate with subject matter experts to understand policy needs.
- Identify policy gaps and recommend corrective actions.
- Support institutional compliance initiatives and risk mitigation efforts.
Governance and Stakeholder Engagement
- Serve as a liaison between policy owners, university leadership, and governance bodies.
- Coordinate policy review committees and governance workflows.
- Facilitate stakeholder feedback and consensus-building during policy development.
- Prepare policy recommendations and briefing materials for executive leadership.
Policy Communication and Training
- Develop communications regarding new and revised policies.
- Routinely review the University’s policy website for accuracy and assist with improvements to functionality.
- Create guidance documents, FAQs, and educational materials.
- Conduct training sessions and workshops on policy requirements and best practices.
- Promote awareness and understanding of institutional policies across campus.
Other Duties
- Administer and maintain the university's records management program, including records retention schedules, records inventories, disposition processes, and records governance standards.
- Monitor institutional compliance with records management policies and legal requirements; conduct assessments, provide guidance to departments, and coordinate corrective actions to address identified deficiencies.
- Provide training, consultation, and support to faculty, staff, and administrators regarding records creation, retention, storage, access, disposition, public records requests, and information governance best practices.
BASIC QUALIFICATIONS
Successful candidate will have Bachelor's degree with five years of policy writing, implementation and regulatory interpretation experience with three years of experience in higher education compliance.
KNOWLEDGE, SKILLS, AND ABILITIES (KSAs)
- Ability to translate complex regulations and procedural needs into clear recommendations for policy and process development.
- Demonstrated ability to facilitate difficult conversations, build consensus, and constructively challenge assumptions.
- Knowledge of higher education governance frameworks, internal controls, compliance, data governance, and records management practices.
- Understanding of the distinctive governance, academic, research, regulatory, and stakeholder environment of public higher education.
- Strong change-management and relationship skills across decentralized organizations.
- Exceptional skills in written and verbal communications and interpersonal relationships; exceptional listening skills.
PREFERRED QUALIFICATIONS
- Master's degree or Doctoral Degree (Juris Doctor).
- Certified Records Manager.
- Five years of experience in policy development and/or records and information management.
- Seven years of experience in higher education operations.
PREFERRED KNOWLEDGE, SKILLS, AND ABILITIES
- Skilled in delivering public presentations to internal and external audiences.
- Ability to create effective training materials for broad use.
- Strong written communication skills.
- Self-motivation with the ability to work independently.
- Ability to interpret federal and state compliance requirements.
APPLICATION PROCESS
For full consideration, applications should be accompanied by a letter of interest, a resume, and three professional references. Review of applications will begin immediately.
BENEFITS AND COMPENSATION
Compensation for the position is budged for $90,000 to $105,000. With a preferred Juris Doctor $105,000 to $130,000.
The University offers a comprehensive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits and much more. Additionally, Tennessee residents do not pay a state income tax. For more information on the University of Tennessee's benefits, visit https://hr.tennessee.edu/benefits/
The University of Tennessee System is the state’s oldest higher education institution and preeminent public university. The UT System is comprised of campuses at Knoxville, Chattanooga, Pulaski and Martin; the Health Science Center at Memphis; and the statewide Institute of Agriculture and Institute for Public Service. With a presence in each of Tennessee’s 95 counties and through the combined force of education, research and outreach, the University serves students, business and industry, schools, governments, organizations and residents statewide.
INTRODUCTION
This position will serve as the Policy Officer and the Records Officer. The Policy Officer manages the development, review, implementation, and maintenance of institutional policies and related procedures. This position collaborates with campus stakeholders, the Office of General Counsel, and Division of Communication and Marketing to promote policy compliance, support governance processes, and ensure institutional policies align with applicable laws, regulations, accreditation standards, and strategic objectives.
Serving as the Records Officer, this role oversees the University's records management program to ensure institutional records are created, maintained, retained, and disposed of in accordance with applicable laws, regulations, accreditation standards, and university policies. The position provides guidance to campus departments on records governance, retention requirements, information lifecycle management, and compliance with public records and privacy requirements.
This role reports to the Executive Director of Institutional Compliance, and coordinates activities closely with the Office of General Counsel, the Director of Privacy, and the Treasurer.
Responsibilities
Responsibilities include but not limited to:
Policy Development and Management
- Coordinate the timely development, revision, review, and retirement of university policies and associated procedures.
- Facilitate policy review processes involving academic and administrative stakeholders.
- Ensure policies are written in a clear, consistent, and accessible format.
- Maintain the university's policy framework and policy lifecycle management processes.
- Monitor policy review schedules and ensure timely updates.
- Ensure alignment between system policies and campus policies.
Compliance and Regulatory Support
- Coordinate with Institutional Compliance to understand federal, state, and institutional regulations affecting university operations.
- Assess policy implications of new legislation, regulatory changes, and accreditation requirements.
- Collaborate with subject matter experts to understand policy needs.
- Identify policy gaps and recommend corrective actions.
- Support institutional compliance initiatives and risk mitigation efforts.
Governance and Stakeholder Engagement
- Serve as a liaison between policy owners, university leadership, and governance bodies.
- Coordinate policy review committees and governance workflows.
- Facilitate stakeholder feedback and consensus-building during policy development.
- Prepare policy recommendations and briefing materials for executive leadership.
Policy Communication and Training
- Develop communications regarding new and revised policies.
- Routinely review the University’s policy website for accuracy and assist with improvements to functionality.
- Create guidance documents, FAQs, and educational materials.
- Conduct training sessions and workshops on policy requirements and best practices.
- Promote awareness and understanding of institutional policies across campus.
Other Duties
- Administer and maintain the university's records management program, including records retention schedules, records inventories, disposition processes, and records governance standards.
- Monitor institutional compliance with records management policies and legal requirements; conduct assessments, provide guidance to departments, and coordinate corrective actions to address identified deficiencies.
- Provide training, consultation, and support to faculty, staff, and administrators regarding records creation, retention, storage, access, disposition, public records requests, and information governance best practices.
BASIC QUALIFICATIONS
Successful candidate will have Bachelor's degree with five years of policy writing, implementation and regulatory interpretation experience with three years of experience in higher education compliance.
KNOWLEDGE, SKILLS, AND ABILITIES (KSAs)
- Ability to translate complex regulations and procedural needs into clear recommendations for policy and process development.
- Demonstrated ability to facilitate difficult conversations, build consensus, and constructively challenge assumptions.
- Knowledge of higher education governance frameworks, internal controls, compliance, data governance, and records management practices.
- Understanding of the distinctive governance, academic, research, regulatory, and stakeholder environment of public higher education.
- Strong change-management and relationship skills across decentralized organizations.
- Exceptional skills in written and verbal communications and interpersonal relationships; exceptional listening skills.
PREFERRED QUALIFICATIONS
- Master's degree or Doctoral Degree (Juris Doctor).
- Certified Records Manager.
- Five years of experience in policy development and/or records and information management.
- Seven years of experience in higher education operations.
PREFERRED KNOWLEDGE, SKILLS, AND ABILITIES
- Skilled in delivering public presentations to internal and external audiences.
- Ability to create effective training materials for broad use.
- Strong written communication skills.
- Self-motivation with the ability to work independently.
- Ability to interpret federal and state compliance requirements.
APPLICATION PROCESS
For full consideration, applications should be accompanied by a letter of interest, a resume, and three professional references. Review of applications will begin immediately.
BENEFITS AND COMPENSATION
Compensation for the position is budged for $90,000 to $105,000. With a preferred Juris Doctor $105,000 to $130,000.
The University offers a comprehensive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits and much more. Additionally, Tennessee residents do not pay a state income tax. For more information on the University of Tennessee's benefits, visit https://hr.tennessee.edu/benefits/
The University of Tennessee System is the state’s oldest higher education institution and preeminent public university. The UT System is comprised of campuses at Knoxville, Chattanooga, Pulaski and Martin; the Health Science Center at Memphis; and the statewide Institute of Agriculture and Institute for Public Service. With a presence in each of Tennessee’s 95 counties and through the combined force of education, research and outreach, the University serves students, business and industry, schools, governments, organizations and residents statewide.
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Mid Level Records Administrator Jobs: Frequently Asked Questions
How do I get a mid level records administrator job?
Position your experience around ownership, not task completion. Highlight projects where you managed a records system end to end, resolved compliance issues independently, or trained colleagues on retention policies. Tailor your resume to show measurable impact, such as audit pass rates or processing efficiency improvements. Employers at this level want candidates who operate with confidence and minimal supervision, so lead with that evidence.
Which companies hire mid level records administrators?
Companies hiring mid level records administrators right now include Boston University, Shaw Industries, and El Camino Health, based on current listings on Migrate Mate as of November 2026. At this level, hiring tends to come from organizations large enough to have dedicated records functions, including healthcare systems, government contractors, financial institutions, and universities with active compliance and document management programs.
Are there remote mid level records administrator jobs?
Yes, though availability varies by industry. About 0% of mid level records administrator openings are remote or hybrid as of November 2026, reflecting the digital shift in document management and compliance work. Roles tied to physical records, court systems, or secure government facilities are more likely to require on-site presence, while corporate and healthcare administrative roles offer more flexibility.
How do I move up to a mid level records administrator role?
Moving from entry level to mid level takes a deliberate build of depth and ownership. Start by mastering your organization's records management system, then volunteer for projects that require judgment, such as preparing for audits, updating retention schedules, or migrating to a new platform. Demonstrating that you can handle a workflow from start to finish, spot compliance gaps, and communicate clearly with stakeholders positions you for the step up.
Which industries hire the most mid level records administrators?
Mid Level records administrator roles concentrate in Education, Fashion & Apparel, and Government & Public Sector, based on current listings on Migrate Mate as of November 2026. These sectors drive consistent demand because they operate under strict regulatory and retention requirements, creating ongoing need for professionals who can manage complex document systems, enforce compliance standards, and support audits with minimal direction.