Records Center Assistant

About the Department: 

The University Libraries foster innovation, creativity, and imagination by facilitating and preserving access to scholarship and information, providing expert consultation in the research process, and actively teaching the effective and critical use of information. The University Records Management (URM) program assists all university offices and programs across every campus worldwide with the implementation of their records processes. University Records Management actively supports the goals and objectives of the University by offering online training, consultations, and records evaluations to assist faculty and staff in this compliance work. URM staff provide excellent service to the campus community through education, the application of best practices for records management, and secure services to ensure the proper retention and disposition of public records in accordance with Virginia state laws, federal policies, and guidelines. As part of their this responsibility, University Records Management manages a busy records center holding inactive paper records and works with offices to access those stored records and properly dispose of documents in all formats.

About the Position:

This position performs specialized and complex duties managing the URM warehouse center (a shared space within the larger GMU Facilities Warehouse) to support the University Records Management program. The position interacts with a large and diverse university community (faculty, administrators, legal counsel, and staff), and interacts independently in person, and via email and phone, and ensures the professionalism of the URM program by following clear protocols and expectations for staff interacting with university community members. Utilizes the URM records database system, as well as gaining a university-issued certificate in driving a state vehicle. Manages the tracking and reviewing of inventory, and the pick-up and delivery of boxes to offices across the George Mason campuses. Assists the University Records Officer with special projects. This position will be exposed to various and sometimes extreme temperatures in the Records Center pending weather conditions.

Responsibilities:

Physical Records Retrieval 

• Retrieves and drops off of records boxes to George Mason University departments and units on the Fairfax, Mason Square, and SciTech campuses;
• Verifies accuracy of records and labels inventory using established tracking systems; and
• Organizes and store materials in designated Records Center locations.

Physical Records Preparation for Shredding, Storage, and Remediation

• Pulls boxes and prepares pallets for monthly shreds;
• Coordinates secure records destruction and works with third-party vendors for records remediation and offsite storage services, including assisting with the preparation and transfer of records; and
• Receives and processes transfer of records to the University Records Center for shredding and storage.

Records Center Operations, Safety, and Organization

• Maintains a clean, organized, and safe warehouse environment;
• Assists with layout optimization for efficient storage and retrieval;
• Operates basic warehouse equipment (e.g., pallet jacks, carts) as needed;
• Supports general Records Center upkeep and workflow efficiency;
• Follows all workplace safety guidelines and operational procedures; and
• Adheres to university policies and applicable regulations.

Other duties as assigned

Required Qualifications:

• High School Diploma;
• Valid driver's license required with an acceptable driving records in accordance with George Mason University and the Commonwealth of Virginia policies. Must currently possess an appropriate, active, valid motor vehicle operator’s license that meets all of GMU’s requirements for operating state vehicles and equipment under Mason’s Vehicle Use Policy 1411 https://universitypolicy.gmu.edu/policies/vehicle-use/.  The Office of Risk Management reserves the right to review the driver’s licenses and Motor Vehicle Reports (MVRs) of all candidates selected with employment contingent upon favorable review;
• Ability to coordinate the daily operations of a records storage facility, including the processing, storage, and retrieval of records in a high-volume environment (approximately 8,000 cubic feet of materials);
• Organizational skills with the ability to maintain highly accurate records and reconcile database inventories on a regular basis;
• Ability to assess the physical condition of records, boxes, pallets, and storage environments; identify risks (e.g., damage, mold, water exposure); and resolve issues independently or escalate appropriately;
• Ability to safely operate a state vehicle for the retrieval and delivery of records and storage boxes, in accordance with organizational policies;
• Ability to perform warehouse-related tasks, including handling, moving, and organizing boxes and materials up to 50 pounds;
• Communication and interpersonal skills, with the ability to respond effectively to inquiries and collaborate with internal stakeholders, including administrative offices, academic departments, and records management staff and external partners, including vendors;
• Ability to maintain a safe, clean, and orderly work environment by adhering to established procedures, safety standards, and regulatory requirements;
• Ability to maintain confidentiality and the secure handling of sensitive or restricted information;
• Experience working in a team-based, fast-paced environment; and
• Experience with problem-solving skills and exercising sound judgment, with the ability to work independently while recognizing when to elevate issues to leadership.

Preferred Qualifications:

• Bachelor degree;
• Familiarity with Virginia Public Records Act and associated records retention schedules by the Library of Virginia;
• Ability to analyze workflows, review procedures, and implement process improvements to ensure efficient, timely, and cost-effective records center operations;
• Experience working in a warehouse environment and/or records center;
• Experience operating warehouse tools and equipment (e.g. pallet jacks, carts, basic hand tools, forklift certification); and
• Experience with inventory tracking systems.

Instructions to Applicants: 

For full consideration, applicants must apply for Records Center Assistant at https://jobs.gmu.edu/. Complete and submit the online application to include a resume, a cover letter and three professional references with contact information.

Posting Open Date: April 17, 2026

Posting Close Date: May 1, 2026

Open Until Filled:  No