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University of Washington · 20 hours ago

Public Records Analyst

Greater Seattle Area

Full-time

Hybrid

Entry, Mid Level

$67K/yr - $77K/yr

2+ years exp

The University of Washington is a leading public medical institution seeking a Public Records Analyst to join their team. This role involves coordinating public records requests, ensuring compliance with the Washington State Public Records Act, and providing consultation and training to various departments within UW Medicine.

EducationHigher EducationUniversities

Responsibilities

Perform public records request coordination tasks for UW Medicine and additional tasks associated with responding to requests for public records as assigned

Independently oversee all aspects of a caseload of public records requests for UW Medicine

Coordinate with Assistant Director to clarify how to reasonably interpret the language of complex records requests and draft communications to UW OPR

Review requests of a high degree of complexity and determine which departments, Dean's Office units, and/or Hospitals & Clinics units may have current or former faculty, staff and trainees with responsive records

Communicate with SoM departments, Dean's Office units, Hospital & Clinics units and individual record holders regarding the University's obligations under the Public Records Act and advise them about how to gather responsive records, particularly those in electronic format which require technical searches and assistance for submitting those records in OPR's required format

Independently communicate with discretion and tact with all levels of UW staff to provide written notice of public records requests to departments and units and work with individual staff providing technical assistance and assuring all records are identified, collected, reviewed for exempt content, and responsive to the request

Independently review all records submitted and accurately identify all types of information and data that is potentially exempt under the Public Records Act or other WA statutes, including but not limited to, primary scientific research data, proprietary information protected health care information, quality improvement and peer review information, student information, or attorney-client privileged information

Responsible for drafting communications to UW OPR regarding potential exempt content under the WA Public Records Act or WA statutes -- particularly exemptions that may be unique or directly relevant to UW Medicine

Manually track and maintain request process and progress to accurately document workflow, request status, and timely compliance on all tasks, and to collect and report on statistical data related to PRA requests and compliance functions

Identifies legal, financial and brand risks bringing them to the attention of management and independently researches public records compliance law or law related to legal privilege for proper review and application of exemptions

Create, edit and send legal correspondence to internal and external audiences, oftentimes of a complex nature, with significant legal impact to the UW

Advance consultation practices and training for Dean’s Office Units, SoM Departments and Hospitals & Clinics units

Participate and support the development and maintenance of public records education and training materials for UW Medicine personnel

Provide public records training for UW Medicine personnel as assigned

Participate and support the development, implementation, and maintenance of processes, procedures, and guidelines for the UW Medicine records program

Regulate complex records systems to organize and maintain, according to the University's retention schedule, all data and information submitted in response to public records requests

Maintain and/or adapt filing systems to meet specialized Dean’s Office filing requirements

Manage records located at off-site record storage facilities. Maintain and update indexes for records stored at offsite storage areas, including but not limited to the University Records Management Services and the University Archives

Maintain and retrieve information from central file systems (including Administration and Finance and Dean’s Office); maintain indexes and finding aids for records and materials according to professional records management standards and practices. Create or update documentation for records management procedures within the central file systems. Collect, review and compile statistical data for program reporting purposes

Assist with processing specific records collections for transfer to University Archives and the University Records Management Services. Includes arranging and describing records according to professional archival and records management standards and accepted University standards

Provide resources and assistance to the University’s Records Management Services staff in creating and implementing records retention schedules for the Dean’s Office and SoM Departments

Perform special projects, as assigned, including those related to the Regulatory & Business Affairs Office’s administrative and business needs, as well those related to records management activities such as updating central file systems documentation, and organizing, scanning and coding records for digitization projects

Perform other projects and tasks related to the Regulatory & Business Affairs Office as assigned

Qualification

Public Records Act knowledgeCompliance experienceRecords managementOffice 365 proficiencyCommunication skillsJudgmentOrganizational skillsInterpersonal skillsAttention to detailWork independentlyInitiative

Required

Bachelor's degree in any field

Two or more years of related experience

Strong organizational skills and demonstrated ability to work under pressure of frequent deadlines and prioritizing multiple tasks

Demonstrated ability to maintain harmonious work relationships

Ability to handle executive level confidential information with a high level of tact, discretion, and diplomacy

Ability to work independently under pressure of frequent deadlines, constant interruption, and changing priorities in a high-volume academic, clinical, and/or research environment

Excellent verbal and written communication skills, including a professional demeanor and demonstrated competency in preparation of professional reports

Demonstrated track record of exercising good judgment and taking the appropriate initiative within the scope of the position. Know when to elevate a matter or coordinate with others

Demonstrated ability to accurately apply guidelines and protocols

Proficiency with Office 365 (Excel, Word, Outlook, PowerPoint, SharePoint, OneDrive, Teams) and Adobe

High attention to detail

Excellent interpersonal skills

Must be able to manage multiple public records requests while analyzing large volumes of complex information under strict legal deadlines

Preferred

Knowledge of Washington State Public Records Act (PRA) and Health Insurance Portability and Accountability Act (HIPAA)

Experience in compliance, public records management and review, document review, or records management requiring high levels of analysis, research, and communication skills

Master's degree in Library and Information Science, Public History, Archival or Records Management desired but not required

This position must be generally knowledgeable about other laws and policies impacting the management and disclosure of UW Medicine records

Public records, paralegal or other legal experience

Project management experience working with cross-functional and complex teams

Experience working with students, faculty, staff, and/or patients in a university, healthcare, or similar setting

Washington Association of Public Records Officers' (WAPRO) Certification