Public Records Analyst

Job Description UW Medicine has an outstanding opportunity for a Public Records Analyst to join their team. ABOUT UW MEDICINE – WHERE YOUR IMPACT GOES FURTHER UW Medicine is Washington’s only health system that includes a top-rated medical school and an internationally recognized research center. UW Medicine’s mission is to improve the health of the public by advancing medical knowledge, providing outstanding primary and specialty care to the people of the region, and preparing tomorrow’s physicians, scientists and other health professionals. All across UW Medicine, our employees collaborate to perform the highest quality work with integrity and compassion and to create a respectful, welcoming environment where every patient, family, student and colleague is valued and honored. Nearly 29,000 healthcare professionals, researchers, and educators work in the UW Medicine family of organizations that include Harborview Medical Center, UW Medical Center - Montlake, UW Medical Center - Northwest, Valley Medical Center, UW Medicine Primary Care, UW Physicians, UW School of Medicine and Airlift Northwest. The UW School of Medicine (SoM), founded in 1946, is a leading public medical institution serving the five-state WWAMI region (Washington, Wyoming, Alaska, Montana, and Idaho). With a mission rooted in improving the health of the public, the School of Medicine unites a deep commitment to primary care and rural health with cutting-edge specialty care and world-class biomedical research by educating physicians, researchers, and allied health professionals. The records program is within UW Medicine Regulatory & Business Affairs Office and supports records management for the SoM as well as public records response coordination and processing for the SoM and the UW Medicine hospitals and clinics (Hospitals & Clinics). Records in all formats that are prepared, owned, used or retained by University employees are public records that can be requested under the Washington State Public Records Act (PRA). The UW Medicine records program coordinates with the UW Office of Public Records (UW OPR) to respond to all public records requests directed to UW Medicine, specifically for the 31 academic departments within the SoM, the administrative units within the Dean's Office, and the Hospitals & Clinics. The position of Public Records Analyst serves in a consultative capacity to SoM departments, Dean's Office units, and Hospital & Clinics units to meet the University's compliance obligations under the PRA. These records requests are often some of the more complex or sensitive requests received, and this position provides key assistance in maintaining UW Medicine’s efficient and effective responses to public records requests as request loads continuously increase. Under the general guidance of the Assistant Director of the SoM Records Program and in accordance with established protocols, the Public Records Analyst independently performs important responsibilities related to the University’s compliance with the PRA, including regular and timely coordination with other units. This position will work in close consultation with other UW Medicine Compliance Analysts in determining whether records reside within one or more SoM academic departments (or Dean's Office Units), within hospital and clinics units or a combination of the two. This determination routinely requires research and coordination with SoM academic departments, Dean's Office units and a variety of internal constituencies across UW Medicine. The position also identifies PRA exemptions and determines whether records may not be subject to the PRA because the record holder works at and maintains records owned by an affiliate not subject to Washington state law. The Public Records Analyst must anticipate concerns; provide fast, accurate, and thoughtful replies to requests, following up on action items and coordinating to meet highly sensitive deadlines. The Public Records Analyst must exercise good judgment, have a professional demeanor, and take the appropriate initiative and discretion within the scope of the position. The Public Records Analyst is expected to demonstrate high ethical standards and personal integrity, detail-oriented thinking, resourceful and results-oriented mindset, and excellent interpersonal and communication skills (both written and oral). DUTIES AND RESPONSIBILITIES Public Records Requests – 70% 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. Consultation and Training – 15% 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. Records Management and Development – 10% 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. Other Duties – 5% Perform other projects and tasks related to the Regulatory & Business Affairs Office as assigned. MINIMUM QUALIFICATIONS Bachelor’s degree in any field. Two or more years of related experience. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. Additional Requirements 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. DESIRED QUALIFICATIONS 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. WORKING ENVIRONMENT Work is currently being accomplished with remote work and partial work in an office setting at the UW Medicine South Lake Union administration building. This position requires 40 lbs of lifting at times. Compensation, Benefits and Position Details Pay Range Minimum: $67,320.00 annual Pay Range Maximum: $76,932.00 annual Other Compensation: - Benefits: For information about benefits for this position, visit Shift: First Shift (United States of America) Temporary or Regular? This is a regular position FTE (Full-Time Equivalent): 100.00% Union/Bargaining Unit: Not Applicable About the UW Working at the University of Washington provides a unique opportunity to change lives – on our campuses, in our state and around the world. UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty. Our Commitment The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81. To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or [email protected]. Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law. Use the filters or enter keywords in the search box (such as “custodian,” “nursing” or “manager”) to explore available opportunities. To find temporary opportunities, enter “temporary” in the search box. 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