Mid Level Records Management Specialist Jobs
Mid level records management specialist jobs call for professionals ready to own compliance projects end to end, guide junior staff, and make filing and retention decisions without close supervision. Roles run across Education, Fashion & Apparel, and Government & Public Sector, with a mix of on-site, remote, and hybrid settings, and employers like 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 Management Specialist Jobs: Frequently Asked Questions
How do I get a mid level records management specialist job?
Position your experience around ownership, not just task completion. Highlight projects where you managed a retention schedule, led a system migration, or resolved a compliance gap without being directed every step of the way. Certifications like the CRM or IGP strengthen your application, and concrete outcomes, such as reduced retrieval times or audit-ready documentation, make your resume stand out at this level.
Which companies hire mid level records management specialists?
Companies hiring mid level records management specialists 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 large enterprises, government agencies, and regulated industries that need professionals who can manage active programs rather than simply follow established procedures.
Are there remote mid level records management specialist jobs?
Yes, though availability varies by employer and role scope. About 0% of mid level records management specialist openings are remote or hybrid as of November 2026, with hybrid arrangements most common in organizations that maintain physical records alongside digital systems. Fully remote roles typically focus on electronic records management and compliance documentation work.
How do I move up to a mid level records management specialist role?
Moving from entry level to mid level means building depth beyond basic filing and indexing. Take on projects that require judgment, such as developing retention schedules, coordinating audits, or implementing a new document management system. Demonstrating that you can spot compliance risks, mentor newer colleagues, and deliver results on multi-week projects signals readiness for a mid level responsibilities and scope.
Which industries hire the most mid level records management specialists?
Mid Level records management specialist roles concentrate in Education, Fashion & Apparel, and Government & Public Sector, based on current listings on Migrate Mate as of November 2026. These sectors drive hiring at this level because they face strict regulatory and retention requirements that call for experienced professionals who can maintain compliant, audit-ready records programs with limited day-to-day oversight.