Policy and Records Officer, Office of Audit and Compliance - UT System Administration at University of Tennessee System in Knoxville, TN

Job description

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 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. 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) required Ability to translate complex regulations and procedural needs into clear recommendations for policy and process development. Demonstra