VTS Staff-45000-General Counsel: Office of the Vice Chancellor

Working Title: Records Retention Specialist-Temporary

Last Updated: 

August 2025

Home Department: Office of the General Counsel

Position Summary:

The temporary Records Retention Specialist is a part of the Office of the General Counsel at Vanderbilt University and supports the office and team managing, organizing, and overseeing the retention and disposal of university records in compliance with legal and regulatory requirements. This role ensures that all records are retained for appropriate periods, maintains accurate records of retention schedules, and assists with audits and information requests.

About the Work Unit:

The Office of the General Counsel (OGC) provides legal advice, risk advising, and services to all Vanderbilt University departments. The OGC commits to agile service delivery aligned with the university's mission, priorities, and needs. All university legal matters, conflicts of interest and commitment, youth protection, internal audit, compliance services and risk and insurance management services are managed by the Office of the General Counsel.

Key Functions and Expected Performance:

• Assist with retrieval and archiving of records.

• Prepare documentation and reports related to records management activities.

• Implement established records retention policies and procedures.

• Ensure proper classification and storage of both physical and electronic records.

• Maintain records retention schedules based on legal, regulatory, and business requirements.

• Collaborate with various departments to educate staff on records management policies and procedures.

• Serve as a point of contact for inquiries regarding records retention and management practices.

• Stay updated on best practices and changes in legislation affecting records management.

• May conduct audits of record-keeping practices to ensure compliance with established policies

Supervisory Relationships:

This position does not have supervisory responsibility.

 Education and Certifications:

• A high school diploma is necessary.

• A bachelor’s degree from an accredited institution of higher education is preferred.

Experience and Skills:

• Proven experience in records management or a related field.

• Knowledge of legal requirements for records retention.

• Strong organizational skills and attention to detail.

• Familiarity with records management software and digital asset management systems.

• Excellent communication and interpersonal skills.

• Ability to work independently and manage multiple tasks effectively.

• Knowledge of data privacy and information security practices.

• Proficiency in Microsoft Office Suite and document management software.

At Vanderbilt University , our work - regardless of title or role - is in service to an important and noble mission in which every member of our community serves in advancing knowledge and transforming lives on a daily basis. Located in Nashville, Tennessee, on a 330+ acre campus and arboretum dating back to 1873, Vanderbilt is proud to have been named as one of “America’s Best Large Employers” as well as a top employer in Tennessee and the Nashville metropolitan area by Forbes for several years running. We welcome those who are interested in learning and growing professionally with an employer that strives to create, foster and sustain opportunities as an employer of choice.

We understand you have a choice when choosing where to work and pursue a career. We understand you are unique and have a story. We want to hear it. We encourage you to apply today so that you might become a part of our story.

Vanderbilt University is an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, se