Records Manager and Information Governance Administrator

Information Technology San Francisco, California Washington, District Of Columbia Remote, United States


Earthjustice is the premier nonprofit environmental law organization. We take on the biggest, most precedent-setting cases across the country. We wield the power of law and the strength of partnership to protect people’s health; to preserve magnificent places and wildlife; to advance clean energy; and to combat climate change. We partner with thousands of groups, supporters, individuals, and communities to engage in the critical environmental issues of our time and bring about positive change. We are guided by a passionate, ambitious vision for the future for people and our planet: until justice stands for all, we will never rest. We are here because the earth needs a good lawyer.

Founded in 1971, Earthjustice has a distinguished track record of achieving significant, lasting environmental protections. We achieve this by hiring people who share a passion for justice and a healthy environment. Our headquarters are in San Francisco with offices in Anchorage, Juneau, Los Angeles, Tallahassee, Miami, Honolulu, New York, Philadelphia, Denver, Seattle, Bozeman, Chicago, and Washington, D.C.

Earthjustice is seeking a Records Manager and Information Governance Administrator to be responsible for building and implementing an organization-wide Records and Information Management (RIM) Program. The successful candidate will have a unique opportunity to enhance our records management strategy and framework for the entire organization. We are looking for an experienced individual who will work closely with cross-functional partners, including Development, Legal, Program, Operations (Finance, Human Resources, Facilities, etc.) and others, to develop and implement a records management roadmap through a deep understanding of privacy laws and regulations and the evolving requirements for enterprise data governance needs in a fundraising and legal setting. The Records Manager and Information Governance Administrator will partner closely with Development, Operations and the General Counsel’s office to implement process efficiencies around all records management and drive development of world-class RIM.

The successful Records Manager and Information Governance Administrator must have extensive knowledge of information governance, data security and privacy principles, best practices, and procedures, and demonstrate a thorough knowledge of the physical and electronic resources necessary for well-designed information governance. Experience building and implementing a RIM program in a law firm and fundraising setting is preferred. The Records Manager and Information Governance Administrator must have well-developed and professional interpersonal skills with the ability to successfully navigate competing interests within Earthjustice; ability to effectively interface with attorneys, management, support staff, clients and outside contacts, the ability to work in a team environment with a customer service focus, and excellent communication skills. The ideal candidate will have the ability to handle confidential and sensitive information with appropriate discretion and strong organizational skills needed to prioritize effectively and meet multiple deadlines. 

This position requires a selfstarter who works both collaboratively and independently. The position requires excellent writing and analytical skills, diplomacy and discretion, the ability to influence without authority, and the ability to adapt and think creatively and critically. The Records Manager and Information Governance Administrator must be able to initiate multiple projects simultaneously, meet deadlines, and be highly detail-oriented.

This role will be based in our Washington, DC office, our San Francisco office, or remote with travel required. Remote applicants must reside within the United States.

Responsibilities:

Records Management and Information Governance Responsibilities 80%

  • Develop a detailed RIM plan, including detailed records schedules and retention policies, build consensus around the plan and policies, and assure execution of plan to create and implement cutting-edge processes and tools related to data governance and the implementation of a program meant to ensure data quality and trustworthiness.
  • Facilitate and coordinate data owners, data stewards and privacy champions in multiple departments throughout Earthjustice.
  • Implement and enforce a comprehensive approach to data retention plan across all Earthjustice platforms including Teams, OneDrive, SharePoint, email and file shares, in addition to paper-based records.
  • Provide direction to teams across Earthjustice on specific data retention and records information needs and advise on the appropriate balance between what may be viewed as often competing legal obligations.
  • Act as final reviewer and administrator for organization-wide master data management and metadata management efforts (data definitions, processes, tools, strategy, etc.).
  • Communicate regularly with attorneys and legal professional staff to ascertain the status of projects, develop methods for determining when client files are inactive and handle file movement and processing issues so that only active records are stored in primary file shares, SharePoint sites and Teams channels.
  • Assist with physical file management, including locate and respond to requests for files, ensuring the records management system is up to date and accurate, coordinate all box archiving and offsite storage procedures.
  • Identify opportunities for process automation and technological solutions for records management.
  • Develop, maintain, and coordinate appropriate inventory systems to track persons responsible for the files, room usage, file status, location and other factors related to RIM oversight.
  • Develop and implement file release, data access requests, and destruction protocols.
  • Maintain meticulous records regarding file disposition.
  • Work with appropriate stakeholders and partners to further develop and grow our culture to manage information as an organizational asset.
  • Apply creative problem-solving skills efforts in a way that satisfies business leaders’ needs and lays the groundwork for future successes.
  • Ability to influence key partners and establish a change management and transformation framework, including a new cross-functional governance approach.
  • Coordinate with Litigation Operations to effectuate litigation holds.
  • Continually look for new ways to improve governance using actionable opportunities to increase efficiencies and improve the customer experience.

Training 10%

  • Develop and provide trainings that educate staff, including legal personnel, about effective information governance practices, including organization, storage, security, and disposition.
  • Act as a resource for and respond to various information governance questions from staff, legal personnel, and other users.

Administration 10%

  • Act as a resource for and respond to various information governance questions from staff, legal personnel, and other users.

Qualifications:

  • Relevant B.A .or Master’s degree or equivalent experience.
  • At least 5 years experience in records management and data governance
  • Prior records management experience required. Law firm records management experience preferred.
  • Experience in Office 365 (Teams, SharePoint and OneDrive), data privacy matters, and a deep expertise in electronic records management.
  • Knowledge and proficiency in software applications, including legal document management systems, e-discovery platforms; NetSuite; Concur; non-profit fundraising systems; CRMs; HR information systems; contract management systems, and other programs used by information governance departments is desired.
  • Knowledge of Microsoft Information Protection technologies is a plus.
  • Demonstrates an awareness and sensitivity to the needs and concerns of individuals from diverse cultures, backgrounds and orientations.
  • Contributes to the creation of a diverse, equitable and inclusive work culture that encourages and celebrates differences.
  • Ability to learn quickly and take on responsibility.
  • Ability to juggle multiple projects with strong attention to detail.
  • Excellent written and in-person communication skills

Salary is dependent on experience and location.
Salary for San Francisco, CA: $87,300-$97,000
Salary for Washington, D.C.: $83,000 - 92,200
Remote salary will vary by location: $74,300-$97,000

We offer a mission- and employee-focused work environment and a competitive compensation package, including excellent benefits. Earthjustice is an equal opportunity employer and highly values diversity.

To Apply: 

Interested candidates should the following via Jobvite: 

  • Resume
  • Cover letter

Please reach out to [email protected] if you are having technical difficulties submitting your application. No phone calls, drop-ins, or hard copies.

Earthjustice is driven by a passion for justice, partnership, and excellence. Our core values lead us to seek a broad range of perspectives and backgrounds to achieve our mission and to maintain an inclusive environment where all staff are valued and respected. As an equal opportunity employer, we are committed to employment practices that ensure that employees and applicants for employment are provided with equal opportunities without regard to race, color, national origin, ancestry, sex, age, religion, physical or mental disability, medical condition, veteran status, marital status, pregnancy, sexual orientation, gender identity, gender expression, genetic information, or any other factor that is not related to the position.

For positions located within the City and County of San Francisco Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment-qualified applicants with arrest and conviction records.

For positions located within the City of Los Angeles: We will consider qualified applicants with criminal histories in a manner consistent with the Los Angeles Fair Chance Initiative for Hiring.