Records Program Manager

Legal Affairs Bothell, Washington


Description

Summary: 

The Records Manager will be charged with responsibilities to design, create, and implement an enterprise records management program; serve as the key contact for consultants retained by the company to complete a records program implementation project; with stakeholders including Legal, Compliance, and IT, document and maintain records-related policies and procedures; supervise and coordinate automated and manual organization of company records in compliance with federal, state, and local requirements; work with records management liaisons in developing and maintaining records management processes in compliance with industry and company standards; work with stakeholders to develop and maintain an information asset portfolio of data repositories and physical records inventories; and respond to and coordinate responses to records requests, including in litigation or audits. 

 

Principal Responsibilities: 

  • Assume a lead role in recruiting and assisting stakeholders in developing and maintaining records management procedures that comply with industry and corporate standards 
  • Manage, supervise, and participate in the development and implementation of the company records management program to ensure compliance with legal requirements 
  • Develop and monitor compliance with processes to secure documents that reflect corporate actions for short term, long term, and permanent retention; verify that permanent documents are processed properly, including any recordation required 
  • Develop and implement methods and procedures intended to standardize filing and protect and retrieve records, reports, and other information contained in any medium (paper, microfilm, computer programs, etc.) for the systematic retention, transfer, storage, and disposal of records as required by law; monitor and oversee compliance with such policies, procedures, and schedules 
  • Engage cross-functionally to influence and provide guidance to stakeholders to establish and maintain their records in alignment with the program, including updates to any function-specific plans or record retention requirements 
  • Develop and conduct periodic training regarding the records program, laws, policy, procedure, and technological changes affecting records management activities 
  • Review, analyze, and update existing and proposed records management systems and procedures; evaluate and recommend changes and modifications to company’s records policies and procedures as necessary to address changes in law, technology, and/or the company’s business 
  • Monitor changes in, and maintain current knowledge of federal, state and local laws, rules and regulations (with a particular focus on those applicable to the biotech/pharma industry) affecting the records management program 
  • Oversee retention activities; provide guidance and assistance to stakeholders to ensure the appropriate and timely disposition of records eligible for destruction 
  • Plan, coordinate, and assist with records-related activities, such as clean up events. 
  • Coordinate with stakeholders, including Legal, Compliance, IT, and audit to respond to record requests 
  • Monitor insurance expirations required of company contractors; produce reports to notify contract administrators of contractors with expiring/expired insurance 
  • Attend and participate in records professional association meetings; maintain awareness of new trends, best practices, and developments in the field of records management; conduct ongoing benchmarking of company program requirements; incorporate program improvements as appropriate 
  • Serve as primary liaison with the company’s physical records storage vendors 
  • Perform related duties as required 

  

Required Qualifications: 

  • Six years of professional records management experience, including in the development and maintenance of a comprehensive electronic records management program and two years of project management experience 
  • Ideal candidates will possess professional records management experience in a pharmaceutical or biotech firm 
  • Bachelors degree 
  • Knowledge of: Operational characteristics, services, and activities of a records management program; procedures and legal requirements necessary to maintain, archive, preserve, and protect records; principles, practices, and procedures of automated and manual records management, retrieval, and storage including micrographics, electronic imaging, automated information retrieval systems, and computer applications and capabilities for use in records and document management programs; procedures, techniques and methods of document preservation; principles and practices used in the development and implementation of classification systems and records retention schedules; organization and function of the company’s business 
  • Ability to: Coordinate and direct a comprehensive records management program; supervise, direct, and coordinate the work of collaborative teams; recommend and implement objectives, policies, and procedures of the program; understand the organization and operation of the company; understand, interpret, and apply general and specific administrative and departmental policies and procedures as well as applicable federal, state, and local policies, laws, and regulations; organize, implement, and maintain detailed automated and manual record systems; organize work, set priorities, and provide support to meet records and document management needs; exercise sound, independent judgment; analyze records, document problems, and recommend sound solutions; maintain on-line electronic off-site records storage systems and programs; implement and maintain a uniform classification filing system; develop, implement, and maintain an electronic document imaging system; stay abreast of new technologies used to automate systems; develop and present effective training; provide information and organize material in compliance with laws, regulations, and policies; understand legal concepts of document discovery and production of records in response to requests and legal subpoenas; organize, gather and compile data for various legal issues, facts, contracts and resolutions for the preparation of cases and legal documents to assist the Legal department; conduct effective interviews to accurately prepare and locate documents; participate in the preparation and administration of the records program budget; plan and organize work to meet changing priorities and deadlines; effectively represent the program area to internal stakeholders to accomplish program goals and objectives; work cooperatively with other departments; interpret and explain records policies and procedures; prepare clear and concise reports; communicate clearly and effectively, both in oral and written expression; and establish and maintain effective working relationships 

  

Preferred Qualifications: 

  • Ideal candidates will possess at least 3 years professional records management experience in a pharmaceutical or biotech firm 
  • Possession of, or ability to obtain within two years of appointment, a Certified Records Manager's Credential offered by the Institute of Certified Records Managers 

 

 

As the leading employer in our industry in the Pacific Northwest, Seagen is proud to offer a competitive total compensation package as well as a comprehensive benefits program designed to support the whole lives of our employees and their families. Benefits include medical, vision and dental coverage, group and supplemental life insurance, 401(k) with company match, tuition reimbursement, relocation assistance and much more. To learn more about Seagen, please visit www.seagen.com. 

Seagen is an equal opportunity employer. All qualified applications will receive consideration for employment without regard to race, age, gender identity, sexual orientation, color, religion, sex, marital status, national origin, protected veteran status, disability status, or any other status protected by federal, state, or local law. 

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