Penn State University

The Pennsylvania State University Libraries seek applications for the full-time position of Records Center Specialist, a position that has primary responsibility for assisting in operation of the Records Center (IRC) as part of the Office of Records Management.


The Records Center Specialist will be responsible for working collaboratively with departments, offices, units and the network of Records Management Liaisons by operating the Records Center to help securely store, inventory, circulate, confirm disposition of, and destroy University Records in various physical formats.


This specific position will focus on updating stored box inventory, forms and guidance documentation, trainings for records center services, and coordinating updates to our records center operations system i.e.; Total Recall by DHS. Additionally, this position will…

Assist and lead the secure disposition, destruction and shredding of University Records that are sent directly from offices, retained in storage, or received from the blue/white confidential shredding program for paper records and physical media. This includes moving 40 lbs boxes, 100-250 lbs bins or carts, and skids/pallets loaded with boxed records.
Provide superior customer service to University offices sending records for storage, managing records/information requests, and handle transfers of outgoing records; monitor records retention, inventory status, and location data for all boxed records; execute data entry in Total Recall system.
Oversee facilities and operations during staff absences; review and prepare destruction authorization reports for approval by Units and Office of Records Management; handle records according to and in compliance with Policy AD35, University Archives and Records Management,as well as various federal, state laws, regulations and University policies such as FERPA, HIPPA, Department of Defense Security requirements, and the Payment Card Industry standards.
Maintain operational integrity of security and alarm systems in conjunction with Records Center Staff, University Records Management Officer, and University Libraries Facilities Coordinator; maintain visitor logs, audit reports, operations manuals, and reports of all operational activities; perform daily site maintenance and equipment usability inspections.
The person appointed to the position will work under the direction of the University Records Management Officer and in close collaboration with additional records center staff. Secondarily, this position will coordinate with Office of Physical Plant (OPP) and Library Annex staff for deliveries and receiving shipments. And lastly, the position may assist the team of Records Analysts when needed along with any other University staff serving Records Management functions and University Libraries colleagues. This position currently requires 100% on site work.


Typically requires a high school degree or higher plus 2+ years of related experience, or an equivalent combination of education and experience.


Familiarity and experience with current trends and practice for library, archives, and records management, legal requirements for records, and warehouse, library, and records storage; and experience working with online education deliverables, websites, blogs, and social media is highly desired.


The successful candidate will need to have excellent interpersonal and organizational skills, superior written and oral communication proficiency, and the ability to work effectively, both independently and collaboratively, in a collegial environment.


The Libraries values diversity of thought, perspective, experience, and people, and is actively committed to a culture of inclusion and respect. We encourage candidates to apply who thrive in a welcoming, multicultural environment. More information on Penn State’s commitment to Diversity, Equity and Inclusive Excellence, can be found by visiting For additional information about the Libraries’ diversity efforts, please visit

This is a limited-term appointment funded for one year from date of hire with excellent possibility of re-funding.

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