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Business Services Specialist

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Posting Details

Posting Details

Posting Number S01293P
Position Title Business Services Specialist
Functional Title Records Retention and Facilities Inventory Specialist
Department Environmental Health & Safety
Salary Range
Pay Basis Monthly
Position Status Regular full-time
Location Richardson
Position End Date (if temporary)
Posting Open Date 09/13/2017
Posting Close Date
Open Until Filled Yes
Desired Start Date
Job Summary

Records Management Function:
Assist in development, implementation and maintenance of the record retention schedule in accordance with state law. Ensure that all records management practices, including storage and retention schedules meet state regulations and internal standards; process open records requests in compliance with state laws. Provide information, training, and support to the university community in all areas of identifying and retaining official university records. Provides procedures for and authorizes the disposal of official university records. Provide training and consult with university departments to systematically control the records of the university from their creation to their final disposition. Ensure that all university records are maintained for the minimum periods listed in the Records Retention Schedule.
1. Assist in providing direction with the records management program for UT Dallas, establishing controls to ensure that records are maintained in accordance with all applicable laws and regulations. To ensure compliance with legal requirements applicable to state agencies and official university records
2. Disseminate records management information to all employees
3. Conduct training for Records Coordinators
4. Oversee inventory of records on a regular basis
5. Maintain a records retention schedule certified by the Texas State Library
6. Submit changes to the retention schedule to the Texas State Library
7. Keep records to document the disposition of state records
8. Maintain knowledge of current issues and practices
Facilities Inventory Function:
Provide oversight if the institution’s facilities inventory in accordance with requirements defined by THECB; ensure all facility information and coding is accurate for purposes of the institution’s indirect cost proposal; perform quality control measures as it pertains to reporting to the THECB on space utilization. Maintain listings of all spaces within all campus buildings and the intended design function of each. Provide information to management to more fully and effectively utilize all University space and to align space assignments to better meet the needs of the University’s strategic and research goals.
1. Management of space database includes maintaining the integrity of existing data, and the addition, deletion and updating of data in a timely fashion.
2. Initiate annual space survey across campus to update the space management data base.
3. Provide survey training to departments
4. Prepare and submit Facilities Inventory reports to Texas Higher Education Coordinating Board (THECB) and other space related reports as needed.
Administrative Duties
1. Handle administrative duties for the department.
2. Maintain and Monitor financial records.
3. Perform monthly financial account reconciliations.
4. Prepare vouchers.
5. Prepare requisitions.
6. Coordinate meeting and event arrangements.
7. Prepare department meeting minutes.
Other Duties- Perform other tasks as assigned.

Minimum Education and Experience

Bachelor’s Degree with one to three years experience in Records Management, Facilities Inventory or related area.

Preferred Education and Experience
Essential Duties and Responsibilities

Records Management Function:
Assist in development, implementation and maintenance of the record retention schedule in accordance with state law. Ensure that all records management practices, including storage and retention schedules meet state regulations and internal standards; process open records requests in compliance with state laws. Provide information, training, and support to the university community in all areas of identifying and retaining official university records. Provides procedures for and authorizes the disposal of official university records. Provide training and consult with university departments to systematically control the records of the university from their creation to their final disposition. Ensure that all university records are maintained for the minimum periods listed in the Records Retention Schedule.
1. Assist in providing direction with the records management program for UT Dallas, establishing controls to ensure that records are maintained in accordance with all applicable laws and regulations. To ensure compliance with legal requirements applicable to state agencies and official university records
2. Disseminate records management information to all employees
3. Conduct training for Records Coordinators
4. Oversee inventory of records on a regular basis
5. Maintain a records retention schedule certified by the Texas State Library
6. Submit changes to the retention schedule to the Texas State Library
7. Keep records to document the disposition of state records
8. Maintain knowledge of current issues and practices
Facilities Inventory Function:
Provide oversight if the institution’s facilities inventory in accordance with requirements defined by THECB; ensure all facility information and coding is accurate for purposes of the institution’s indirect cost proposal; perform quality control measures as it pertains to reporting to the THECB on space utilization. Maintain listings of all spaces within all campus buildings and the intended design function of each. Provide information to management to more fully and effectively utilize all University space and to align space assignments to better meet the needs of the University’s strategic and research goals.
1. Management of space database includes maintaining the integrity of existing data, and the addition, deletion and updating of data in a timely fashion.
2. Initiate annual space survey across campus to update the space management data base.
3. Provide survey training to departments
4. Prepare and submit Facilities Inventory reports to Texas Higher Education Coordinating Board (THECB) and other space related reports as needed.
Administrative Duties
1. Handle administrative duties for the department.
2. Maintain and Monitor financial records.
3. Perform monthly financial account reconciliations.
4. Prepare vouchers.
5. Prepare requisitions.
6. Coordinate meeting and event arrangements.
7. Prepare department meeting minutes.
Other Duties- Perform other tasks as assigned.

Physical Activities
Working Conditions
Additional Information
Special Instructions Summary
Important Message

1) The University of Texas at Dallas is an equal opportunity/affirmative action employer (M/F/D/V).

2) All employees serve as a representative of the University and are expected to display respect, civility, professional courtesy, consideration of others and discretion in all interactions with members of the UT Dallas community and the general public.

Supplemental Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents
  1. Resume
  2. Cover Letter/Letter of Application
Optional Documents
  1. Veteran Employment Preference - Form DD-214