The Public Records Coordinator supports the university's public records, document management and communications functions by assisting with the processing of public records requests, records retention activities and compliance with applicable state and federal laws. Reporting to the Public Records Manager, this position works collaboratively with university departments, UT campuses/institutes, legal counsel and other stakeholders to gather, review, organize and prepare records for release, including the identification and redaction of protected or confidential information.
The Public Records Coordinator will also provide writing, copy editing and content review support for public records responses, policies, procedures, websites, news releases, various digital and print publications, and other communications materials. Responsibilities include drafting correspondence and related content; reviewing materials for accuracy, clarity and consistency; fact-checking information; and ensuring adherence to university style, branding and nomenclature standards.
This position requires exceptional attention to detail, strong written communication skills, sound judgment and the ability to manage multiple priorities while supporting the university's commitment to transparency, compliance and effective communication.
Specific responsibilities include but are not limited to:
Public Records Coordination and Compliance
- Coordinate the intake, tracking, prioritization and fulfillment of public records requests in accordance with applicable state and federal laws.
- Collaborate with university departments to identify, collect, organize and review records responsive to requests.
- Review records for confidential, protected or exempt information and coordinate appropriate redactions prior to release.
- Assist with records retention, records management and compliance activities to support university policies and legal requirements.
- Maintain accurate documentation and tracking systems for requests, responses, deadlines and records disposition.
- Prepare correspondence and supporting materials related to public records requests and records management activities.
Work closely with the Public Records Manager, Office of General Counsel and university stakeholders to support transparency, compliance and risk mitigation.
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Writing, Editing and Content Review
- Draft, edit and review public records correspondence, policies, procedures, guidance documents and other university communications materials.
- Provide copy-editing and quality assurance review for news releases, websites, digital and print publications, reports and other communications materials.
- Fact-check content and ensure accuracy, consistency and adherence to Associated Press Style, university style, branding and nomenclature standards.
- Review written materials for clarity, readability and alignment with institutional messaging and communications best practices.
- Assist with the development and maintenance of editorial standards, style guidance and communications resources.
- Support the Division of Communications and Marketing by providing writing, editing and content review services for high-visibility projects and publications.
Selected candidate will have a Bachelor's degree and 3-5 years of relevant professional experience in communications, public relations, journalism or a related strategic communications role, or an equivalent combination of education and experience.
Additional knowledge, skills, and abilities:
- Understanding of, appreciation for, and commitment to the Be One UT values
- Uncompromised integrity and ethics
- Excellent verbal and written communications skills
- Strong organizational skills and high attention to detail with the proven ability to manage multiple, competing priorities
- Excellent interpersonal skills and the ability to thrive in a collaborative, team-oriented environment
- Exceptional judgment and discretion in the management of confidential, protected and sensitive information.
- Excellent writing and editorial skills with exceptional knowledge of Associated Press Style
- Strong analytical and problem-solving skills, including the ability to use data to improve communications effectiveness
- Experience writing in multiple formats, news releases, annual reports, long-form magazines, web content, etc.
- Ability to remain calm, professional and solution-oriented in high-pressure or time-sensitive situations
Proficiency in Microsoft Office Suite and related communications tools (Adobe or equivalent preferred)
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Preferred knowledge, skills, and abilities:
- Experience in higher education or large, complex organizational environments
- Knowledge of digital accessibility requirements (ADA Title II compliance)
Experience supporting issues management or crisis communications
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Application Process
For full consideration, applications should be accompanied by a letter of interest, a resume and three professional references.
Compensation and Benefits
Compensation for the position is budgeted for $55,000 to $65,000
The University offers a comprehensive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits and much more. Tennessee residents do not pay a state income tax. For more information on the University of Tennessee benefits, visit https://hr.tennessee.edu/benefits/
The University of Tennessee System is the state’s oldest higher education institution and preeminent public university. The UT System is comprised of campuses at Knoxville, Chattanooga, Pulaski and Martin; the Health Science Center at Memphis; and the statewide Institute of Agriculture and Institute for Public Service. With a presence in each of Tennessee’s 95 counties and through the combined force of education, research and outreach, the University serves students, business and industry, schools, governments, organizations and residents statewide.
