Legal Career Center

As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem solving skills and dedication to build stronger minds and a healthier world.

UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty.

The School Of Medicine has an outstanding opportunity for Public Records Analyst to join their team.

The University of Washington School of Medicine (SoM) is nationally and internationally recognized for excellent programs in clinical care, teaching, and research activities. The SoM has 31 academic departments with over 1,700 teaching and research faculty, 4,000 clinical faculty, and 700 research and training fellows, and administrative support staff. The SoM is part of UW Medicine, which owns or operates UW Medical Center, Harborview Medical Center, Northwest Hospital & Medical Center, Valley Medical Center, UW Physicians, UW Medicine Primary Care, Airlift Northwest, and Fred Hutchinson Cancer Research Center. UW Medicine also shares in the ownership and governance of Children's University Medical Group.

The Personnel Policy Unit, within the Business Unit of the SoM Dean's Office, provides oversight and analysis of faculty and staff personnel matters and records management issues. Records in all formats that are produced or maintained during the work of University employees are public records that can be requested under the Washington State Public Records Act (PRA). The SoM Records Unit, within the Personnel Policy Unit, coordinates with the UW Office of Public Records (UW OPR) to respond to all public records requests directed to the SoM, specifically for the 31 academic departments within the SoM, as well as the administrative units within the Dean's Office.

The position of Public Records Analyst serves in a consultative capacity to SoM departments and Dean's Office units to meet the University's compliance obligations under the PRA.  In addition to guiding SoM academic departments and Dean's Office units, this position will also coordinate with the hospitals and clinics records units that handle hospital-based records requests and the UW Office of Public Records. The SoM is among the top three recipients of public records requests at the University and these are often some of the more complex or sensitive requests received. The SoM regularly has 25 or more active requests, and this position provides key assistance in maintaining the SoM's efficient and effective responses to public records requests as request loads continuously increase.

Under the general guidance of the SoM Records Manager and in accordance with established protocols, the Public Records Analyst independently performs important responsibilities related to SoM compliance with the PRA, including regular and timely coordination with other units. This position will work in close consultation with the UW Medicine Compliance Analyst 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 and Dean's Office units. 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.


DUTIES AND RESPONSIBILITIES

Oversee Public Records Requests:

Independently oversee all aspects of a caseload of public records requests for the SoM.

Coordinate with SoM Records Manager to clarify how to reasonably interpret the language of complex records requests and draft communications to the UW OPR.

Review requests to determine which department and/or Dean's Office units may have current or former faculty, staff   and trainees with responsive records.

Communicate with SoM departments, Dean's Office 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.

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. These allow for potential redactions or withholding of records that include content such as, but not limited to, primary scientific research data, information considered proprietary by University faculty or entities outside of the University, patient information that is HIPAA protected, student information, or attorney-client privileged information.

Responsible for drafting notifications to UW OPR in regards to potential exempt content under the WA Public Records Act or WA statutes -- particularly exemptions that may be unique or directly relevant to SoM.

Maintain complex records systems:

Organize and maintain records according to the University's retention schedule.

Maintain all paper data, electronic data and information submitted in response to public records requests.

Other Duties:

Perform projects and tasks that relate to the management of SoM records to ensure compliance with applicable laws and policies.


MINIMUM QUALIFICATIONS

Bachelor’s degree in information management, library sciences, public administration, business administration or related 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

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

Demonstrated ability to maintain harmonious work relationship and perform under multiple deadlines.

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. Know when to elevate a matter or coordinate with others.

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.

Demonstrated ability to accurately apply guidelines and protocols.

Proficiency with the Microsoft Office Suite (Excel, Word, Outlook, PowerPoint) 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 and HIPAA. Master's degree in Library and Information Science, Records Management, or Public Records desired but not required.

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

Paralegal experience.

Project management experience.

WORKING ENVIRONMENT

Work is currently being accomplished under a hybrid work arrangement with partial remote work and partial work in an office setting in the Magnuson Health Sciences Building at the Seattle campus of the University of Washington.

This position requires 40 lbs of lifting at times.

This position may require more than 40 hours of work per week, including evenings or weekends if necessary to complete the project.

Application Process: 
The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process.  These assessments may include Work Authorization, Cover Letter and/or others.  Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.