OBJECTIVES:
- Provide strategy and leadership for the efficient and compliant storage, retrieval, protection, preservation, and destruction of the company's records in both physical and electronic forms, including records stored in the central Records Operations Center, records stored in offsite contracted facilities, and records stored in designated electronic repositories within the company.
- Develop and manage the company's Vital Records Program, and provide expertise and operational support for the company's Disaster Preparedness and Business Continuity program.
- Manage the physical and electronic collections of Corporate Records, ensuring that staff effectively perform their duties so that all records are accurately catalogued and indexed, filed, and retained, and can be readily located. Ensure that compliance, quality, and budget requirements are met.
- Maintain positive relationships with all functional areas of the Company in order to make continued progress toward seamlessly integrating records management practices into all key business processes.
ACCOUNTABILITIES:
- Designs, develops and implements processes and procedures for filing, retrieving, storing, preserving, protecting and disposing of Company Records and non-records. Collaborates with other members of the Corporate Records Management team where such procedures/processes overlap.
- Ensures that all records, both physical and electronic, are accurately catalogued and filed in the Records Management System (RMS). Ensures that the locations of all physical records are accurately captured in the RMS (or other systems, as authorized by the Corporate Records Management department), and that all records can be readily retrieved.
- Manages staff of supervisory and administrative personnel who perform the administrative and technical duties to support this position. Prepares job descriptions, interviews and selects candidates, manages performance, and coaches staff in carrying out their duties in conformance with Takeda's policies, procedures, and guidelines. Empowers staff through leadership and training to maximize their potential and create a positive work environment.
- Manages the relationship with providers of contract workers for augmentation of staff; oversees the work of contract workers.
- Ensures that secure, cost-effective arrangements are in place for storage of physical records in onsite and offsite locations. Conducts facilities planning by reviewing short- and long-term resource and space requirements to identify and evaluate possible options. Ensures that appropriate arrangements are in place for the physical security of any records kept on site, whether in the Records Operations Center (ROC) File Rooms, or in staging areas.
- Manages the process for acquiring RIM goods and services via procurement contracts. Authorizes and monitors monthly expenses and provides detail and/or justification to ensure appropriate accounting for these expenses. Proposes and revises budget items for the department.
- Manages the timely and accurate destruction of records that have reached the end of their assigned retention periods and are not subject to Legal Hold. Collaborates with the RMS Manager for routing and approval of Records Destruction Orders.
- Designs and develops the company's Vital Records Program, and ensures that all records identified as Vital are appropriately protected and safeguarded. Collaborates with the Records Program Development Manager to ensure that appropriate training and communications programs are established to promote and support the Vital Records Program.
- Collaborates with functional groups within the company to develop, implement and maintain a disaster preparedness and business continuity program. Provides records management expertise, helps coordinate disaster recovery drills, takes leadership role during actual disaster for assessment and recovery of physical records.
- Identify and establish goals and objectives for the Records Operations function, to support the overall goals of the Corporate Records Management Department and the company.
- Maintains state-of-the art understanding of the Records and Information Management field, through review of published materials from reputable sources, attendance at industry meetings given by organizations such as ARMA or AIIM, and completion of relevant coursework/seminars. Analyzes information from such endeavors to determine applicability to current and future needs of the Company. Prepares and delivers executive summaries for management, educational updates for teammates in the Corporate Records department, and proposals for integration of improvements to the Company's Records and Information Management program.
- Other duties as may be assigned from time to time to ensure consistent and compliant operations within the Corporate Records Department.
EDUCATION, EXPERIENCE, KNOWLEDGE AND SKILLS:
- BS or BA, preferably in information management, library science, or similar records-related field. A Master's Degree is a plus. A candidate lacking at least a bachelor's degree may be considered if they have more than 10 years' experience working in the Records Management field in positions of increasing scope and responsibility, and meet all of the other qualifications stated below.
- 6+ years' experience working in the Records and Information Management field, with progressive experience managing active, inactive and archived records, analyzing business processes, and developing and implementing RIM policy and procedures
- 6+ years' experience working in a pharmaceutical or other highly-regulated corporate environment, with significant, and increasingly independent, interaction with the various functional units of the corporation to design and develop record-keeping systems, policies and procedures
- Broad understanding of business processes in a wide variety of functional areas within a large, international pharmaceutical company, and the ability to translate the records management needs of those business processes into clear and concise terminology, logical and hierarchical arrangements of records types and series, and clear and effective procedures for filing and managing both records and non-records.
- Working knowledge of the regulatory, legal and IT challenges associated with the Takeda companies
- 4+ years' direct supervisory/managerial experience, including interviewing, hiring, managing performance, administration of salaries, and coaching employees in their career development. Expectation is that a staff of 4 or more people has been managed for 2 or more years out of the total management experience. Ideally, candidate also has experience managing other managerial/supervisory personnel.
- 4+ years experience using electronic records management systems to file, find, and otherwise control the records that are placed within such a system. Solid understanding of how the system implements the company's RIM policies and procedures. Ability to perform routine and complex searches of the information contained within the system, along with the ability to export information ("metadata") to MSExcel for further analysis.
- Excellent attention to detail, strong critical thinking and problem solving
- Excellent organizational, time management and project management skills.
- Excellent communications skills, both oral and written. Very good presentation skills.
- Excellent interpersonal skills; able to interact with all levels of the organization, and with key personnel from other companies
- Must maintain extreme confidentiality in sensitive situations.
- Advanced skills using MSExcel, MSWord and intermediate-advanced level skills using PowerPoint
LICENSES/CERTIFICATIONS:
- None required, however a CRM certification is a plus.
PHYSICAL DEMANDS:
- Use of hands and arms, finger dexterity and good hand/eye coordination to reach, write, type and operate computers and peripheral devices (printers, copiers, scanners)
- May periodically require combinations of physical activities including: standing, walking, bending, stooping and reaching to file or retrieve files/boxes, lifting boxes of records weighing up to 40 lbs., pushing/pulling carts containing files or boxes
- Ability to sit or stand for long periods of time while traveling.
TRAVEL REQUIREMENTS:
- Willingness to travel to various meetings or client sites, including overnight trips. Some international travel may be required.
- Requires approximately 5 % travel.
Submit your resume and start a quality career with Takeda!
We are an equal opportunity employer.
www.tpna.com
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