Duke University Libraries, Duke University

Position ID:Duke-DUL-RMGR [#9383]
Position Title: Records Manager
Position Type:Other
Position Location:Durham, North Carolina 27708, United States [map]
Subject Area: Library
Appl Deadline: finished (posted 2017/07/20, finished 2017/11/01, listed until 2017/09/15)
Position Description:    

*** this position has been closed, and no new applications will be accepted. ***

The Records Manager provides vision, leadership and oversight to the Duke University community in effectively managing permanent and non-permanent records according to legal requirements and best practices. S/he advocates for and coordinates appropriate transfer of permanent records to the University Archives. 


                 Meets with departments and staff served by the Duke University Archives to appraise records, suggest solutions, and help arrange transfers to the University Archives. This work is done in close consultation with the University Archivist, Technical Services Archivist for University Archives, and Digital Records Archivist.

                 Creates records retention schedules in collaboration with the Office of Legal Counsel, campus departments, administrators, and the University Archives. Periodically updates and reviews these schedules to reflect changing legal requirements and university policies.

                 Offers training, outreach, and leadership to campus constituents in understanding records schedules and best practices in handling restricted records.

                 Works with the University Archivist to survey campus departments and offices for university records of enduring legal, administrative, and historical value.

                 Works with the Digital Records Archivist to identify appropriate records transfer schedules for digital records and facilitate their transfer.

                 Works with the Technical Services Archivist for University Archives to ensure best practices for transfers of permanent records to the University Archives.

                 Stays current with records management practices as well as with laws and policies that affect university records.

                 Documents cost savings and other benefits to the university resulting from the Records Management Program.

                 Displays continuing growth in professional and subject knowledge and takes an active interest in the profession. Growth and interest should be demonstrated through continuing development of professional knowledge and abilities, membership and participation in professional organizations, and service to the library, University, or community in a professional capacity.

                 Participates regularly in staffing the reference desk, as well as on weekend and holiday reference desk rotations.

                 Conducts and contributes to departmental outreach when needed, such as presentations, exhibits, and publications.

                 Performs other duties as assigned.

Supervisory Responsibilities

·         May supervise interns and/or student assistants


It is the expectation that all Duke University Libraries staff members will demonstrate exceptional workplace behaviors in the execution of their specific position responsibilities. These behaviors are customer focus, collaboration, creative problem solving, continuous learning and a commitment to diversity.


Required:  ALA-accredited MLS and/or advanced degree in archives, records management, or other relevant field or combination of relevant education and experience.


Required:  One to three years of professional experience; knowledge of archival standards, theory, and practice; experience with implementing records schedules; familiarity with record keeping systems; working knowledge of the issues surrounding electronic record-keeping systems, such as electronic imaging, email systems, content management systems, and personal digital archiving; ability to establish and maintain cooperative working relationships; ability to exercise good judgment and discretion, and maintain confidentiality; ability to edit/proofread complex and lengthy materials with attention to detail; excellent interpersonal, oral and written communication skills; ability to work independently and as a member of a team; demonstrated commitment to providing outstanding customer service.

Preferred: Prior experience working in an academic research library, ideally in an academic archives; understanding of higher education administration and management; Certified Records Manager certification.

Working Conditions

          Must be able to lift 25 pounds

          Must be able to work in an environment in which exposure to materials containing dust and mold is possible

          Frequent bending, crouching, stooping

          Normal office environment

          Occasional weekend shifts required

          Occasional travel required

These statements are intended to describe the general nature and level of work being performed by the employee in this position. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of a person in this position.

Salary and Benefits

Salary and rank dependent on qualifications and experience. Comprehensive benefits package includes 20 days vacation, 13 holidays, 12 days sick leave; health, dental, disability and life insurance and support for professional development and training.


Since its founding in 1924, Duke University has grown into one of the most prestigious private universities in the world and its medical center ranks annually among the top in the nation. The Duke University Libraries are the shared center of the university's intellectual life, connecting people and ideas. The Libraries consist of the William R. Perkins Library and its branches: Rubenstein Rare Book and Manuscript Library, Lilly, Music, and the library at the Duke Marine Laboratory in Beaufort.  Duke’s library holdings of 6.1 million volumes are among the largest of private universities in the United States. 

Duke's hometown is Durham, North Carolina, a city with vibrant research, medical and arts communities, and numerous shops, restaurants and theaters. Durham is located in the Research Triangle, a growing metropolitan area of more than one million people that provides a wide range of cultural, recreational and educational opportunities. The Triangle is conveniently located just a few hours from the mountains and the coast, offers a moderate climate, and has been ranked among the best places to live and to do business. 

Duke offers a comprehensive benefit packages which includes both traditional benefits such as health insurance, leave time and retirement, as well as wide ranging work/life and cultural benefits. Details can be found at:  http://www.hr.duke.edu/benefits/duke_benefits.html.


Cover letter, detailed resume and the names, addresses (mailing and e-mail), and telephone numbers of three references should be submitted to: https://academicjobsonline.org/ajo/jobs/ . Review of applications will begin immediately and will continue until the position is filled.

Applications which are missing any of the components listed above will not be reviewed.

Duke University is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual’s age, color, disability, genetic information, gender, gender identity, national origin, race, religion, sexual orientation, or veteran status. The Duke University Libraries have a strong commitment to Affirmative Action and is actively seeking to increase the racial and ethnic diversity of our staff.




Application Materials Required:
Submit the following items online at this website to complete your application:
And anything else requested in the position description.

Further Info:
365 Rubenstein Library
Box 90194
Duke University
Durham, NC 27708

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