The Policy and Records Manager

DepartmentLegal Office

Position Summary

The Policy and Records Manager (the “Manager”) reports to the Deputy General Counsel in the Office of the General Counsel. The Manager is the primary administrator of Metropolitan State University of Denver’s administrative policy governance framework. Duties include, among other things, working collaboratively with University leaders, policy stewards, and other constituent groups throughout the MSU Denver community to ensure that the University’s administrative policies and procedures approved by the MSU Denver Board of Trustees and President are effectively created, maintained, published, communicated, and reviewed in alignment with the University’s strategic goals, values, and legal responsibilities. The Manager will also act as the Custodian of Records responsible for managing the University’s responses to requests under the Colorado Open Records Act.

Duties/Responsibilities

Policy Program Administration:

• In coordination with Senior Leadership, develop and enhance tools and processes used in University-wide policy initiation, development, review, and maintenance (website, policy library, templates, reports, etc.)
• Assist with the policy development process throughout the University system to achieve consistency and to avoid duplication or conflicts among policies
• Establish an ongoing process for continuous improvement of University policy practices
• Educate the University community on policy process and interpret policy process as needed
• University Policy Development and Review
• Collaborate with policy stewards and other constituents in assessing policy needs
• Assist policy stewards in drafting, revising, and editing policies or procedures in conformance with University policy standards
• Administer the process for reviewing University administrative policies approved by the MSU Denver Board of Trustees and President on a regularly determined recurring cycle, to ensure that the policies remain accurate, are currently effective, and remain aligned with the University’s broader objectives and obligations
• Track compliance with this review requirement and communicate status to the University Policy Advisory Council, President’s Cabinet, and senior leadership
• Administer the University Policy Advisory Council (UPAC)
• Facilitate University Policy Advisory Council meetings where policy plans and policy recommendations are made, and other related documents are reviewed for clarity, consistency, and alignment with University operations, strategic goals, and values. Unless the University or Campus is closed, in person attendance is required at all UPAC meetings to ensure smooth meeting operations and computer set-up and take down
• Plan and help prepare UPAC Co-chairs and policy sponsors for the President’s Cabinet meetings, senior leadership meetings, and Board of Trustees meetings. Unless the University or Campus is closed, in person attendance is required at all Cabinet and Board of Trustees meetings where policy presentations will occur to ensure smooth presentation of meeting materials and to assist with computer and PowerPoint set-up
• Conduct policy orientation sessions with senior leaders and the University community
• Communication and Advocacy
• Develop and maintain official University policies and procedures on the website in collaboration with the offices of Information Technology Services and University Communications
• Develop and disseminate timely and relevant information regarding new and amended University-wide policies to the broader University community (announcements for open policy feedback, quarterly Policy Post, etc.)
• Consult directly with various constituents, and working with the University Policy Advisory Council, policy stewards, and senior leaders to identify opportunities to improve the University’s policy practices
• Other Duties
• Maintain the policy management infrastructure, processes, and communication protocols
• Respond to inquiries from the University community regarding the policy development and maintenance process
• Assure compliance with policy records retention schedule
• Promote policies and procedures functions in the University by providing customer service, training, and professional development
• Other duties as assigned

Colorado Open Records Act (CORA) Management and Compliance:

• Monitor the University’s CORA request mailbox and manage timely responses to requests in compliance with CORA
• Coordinate with University staff to ensure timely, accurate, and complete responses to all CORA requests. Develop detailed training material/guides and in-person as well as on-line training for those involved in or may be involved in collecting and preserving required information under CORA
• Prepare a cost estimate for the requester to pay to collect requested responsive materials 
• Research statutory guidelines to determine what material is and is not responsive to CORA requests. Coordinates and communicates with the General Counsel’s Office to determine what responsive records the University may have to requests
• Collect CORA responsive materials and determine what content is responsive, as well as what content should be redacted 
• Redact content as required by statute and package responsive data for the requestor 
• Develop the current CORA process to be more user-friendly and informative for employees assisting in fulfilling CORA requests 
• Develop and maintain a robust tracking mechanism that is easily searchable

Required Qualifications

• Bachelor’s degree in a field related to Language Arts, History, Political Science, Communication, Business, Computer Information, Management, Analysis, or similarly related work experience (two years of experience equals one year of education)
• Minimum of one to three years working with policies and procedures or related administrative experience
• Minimum of three to five years of experience supporting senior leaders in a higher education or similar setting
• At least three years of experience using Microsoft Office Suite
• Experience collaborating with all levels of employees within a higher education or similar setting
• Work experience that includes writing, editing, and proofreading documents

Preferred Qualifications

• Expert at using Microsoft Office communication and collaboration platforms, including Microsoft Outlook, Teams, and SharePoint, to communicate with constituents and to conduct hybrid, virtual and in-person meetings
• Ability to write, revise, and edit clear, concise text for University publications
• Knowledge of grammar, punctuation, usage, editorial styles, and style guides
• Ability to multi-task and work well under deadlines
• Experience providing workshops, presentations, or training to professional staff, faculty, and/or students

Important Note: Successful applicants will ensure their resumes clearly demonstrate that their work experience describes how they meet ALL required qualifications.

Schedule Information
Full-time, 40 hours per week
Exempt
Days of the Week: Mon – Fri
Evenings and Weekend Work: As needed
Schedule: Hybrid schedule available
Travel: Rarely

Salary for Announcement
Under Colorado law, MSU Denver is required to provide a reasonable estimate of the compensation range for this role and should not offer a salary outside of the range posted in this job announcement. This range takes into account a variety of factors including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, analysis of internal equity, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience. 

The salary range that the University reasonably expects to pay for this position is $55,000- $75,000 

This position is paid monthly and is eligible for MSU Denver benefits.

Instructions to Apply
To ensure full consideration, applications must be received by 11:59pm (MT) 11/30/2024

For full consideration, please submit the following documents:
Resume
Cover letter describing relevant job experiences as they relate to listed job qualifications and interest in the position

3 professional references will be required of the finalist. One reference must be a prior supervisor.

Official transcripts will be required of the candidate selected for hire.
 

Closing Date

Open Until Filled

Posting RepresentativeSophia J Montano

Posting Representative Email[email protected]Benefits

The University’s benefits package is comprehensive and offers medical, vision and dental, free RTD pass, tuition reimbursement, as well as a life and supplemental insurance plans, retirement plans and other programs, such as access to a long-term disability (LTD) plan. Visit MSU Denver’s benefits website to learn more.

For a brief overview, please see: https://www.msudenver.edu/wp-content/uploads/2024/01/MSU-Benefit-Summary.pdf. 

The University will provide reasonable accommodations to applicants with disabilities throughout the employment application process. To request an accommodation pursuant to the Americans with Disabilities Act, please contact the Human Resources ADA Coordinator at [email protected].

Diversity Statement

Metropolitan State University of Denver is a unique, access-oriented campus community that values diversity, equity, and inclusion in all its forms. Our student population consists of nearly 58% first generation students and over 50% students of color. We are a designated Hispanic Serving Institution located in downtown Denver.

We create an equitable learning and working environment in concert with individuals who consistently demonstrate commitment to equity and inclusion. We greatly value the diverse identities and perspectives of our students, faculty, and staff and recognize that in order to achieve a just and equitable society, diversity must go beyond simple representation. It requires critical inquiry and dialogue and a commitment to action. We strive to provide a culture of belonging for all community members to achieve personal and professional success.