Compliance Officer II - Records Management

Job Title

Compliance Officer II - Records Management

Agency

Prairie View A&M University

Department

Compliance

Proposed Minimum Salary

Commensurate

Job Location

Prairie View, Texas

Job Type

Staff

Job Description

Monitors, develops, executes, and facilitates compliance program with federal, state, and Texas A&M University System (TAMUS) regulatory and governing standards, including but not limited to laws, regulations, statutes, codes, policies, procedures, rules, and directives, as well as internal and external policies and procedures, as applicable.

The salary is determined in accordance with the University’s compensation structure and will be commensurate with the candidates’ education and experience, within the assigned salary range for this position. ​

Responsibilities:

• Develops, establishes, and maintains an effective and broad-based compliance program based upon ethical conduct and a commitment to compliance with all applicable laws, policies, rules, and procedures. Monitors compliance with federal, state, and TAMUS regulatory standards, including, but not limited to, laws, statutes, codes, policies, procedures, rules, and directives, as well as compliance with internal and external policies and procedures.

• Implementing and overseeing an enterprise-wide compliance program at PVAMU to ensure the institution’s full adherence to the legal, ethical, and regulatory obligations imposed by all levels of government and other oversight agencies, including the NCAA and educational accrediting bodies.

• Oversees and/or conducts reviews and/or investigations to ensure university processes, controls, and operational results comply with applicable laws, regulations, policies, and procedures related to compliance risks. Monitors the university environment and provides feedback and training to the university community (leadership, faculty, staff, and students, as applicable) regarding the need for changes and actions to ensure a strong control environment. Provides reports on all compliance efforts as needed; serves on committees as needed. Develops and assesses programs. Interprets departmental policies, rules, and regulations, ensuring they are followed.

• Identifying areas of compliance vulnerability and risk, and assists in developing the university's annual compliance plan, including goals, strategies, and metrics. Will also collaborate with the Office of Risk Management and Safety on risk management issues around the institution to minimize the prospect of duplication of efforts, ensuring an integrated approach to identifying and addressing compliance risks. Identifies potential areas of compliance vulnerability and develops a plan of action to bring any non-compliant areas into compliance. Responds to apparent violations of policies, procedures, or other regulatory standards by recommending and participating in investigative procedures. The person in this role may receive training and serve as backup for the Compliance Officer II – Policy Compliance.

• Collaborating with campus stakeholders to design, implement, and oversee an effective records management program. This role involves developing policies and procedures to ensure the proper creation, maintenance, storage, and disposal of university records in compliance with federal, state, and institutional regulations. The Records Management Officer provides guidance and training to faculty, staff, and administrators on best practices for records retention, security, and confidentiality. They monitor adherence to records management protocols, conduct periodic audits to assess compliance, and address any identified deficiencies. Additionally, the officer assists in interpreting changes to relevant laws and regulations, ensuring the university’s records management practices remain current and compliant with the law. In this capacity, the Records Management Officer plays a crucial role in safeguarding the integrity of institutional data and supporting the university's overall compliance initiatives.

• Provides leadership, collaborating, and facilitating with other departments to provide a strong culture of compliance that is responsive, knowledgeable, and proactive in its activities and actions related to regulatory and other requirements. Responsibilities will include implementing appropriate processes and procedures to ensure all aspects of University-wide compliance. This will involve coordinating with campus units responsible for compliance, collaborating with affected units and university administration to remediate compliance deficiencies, and evaluating compliance risks. Will also work with the System Internal Audit Department to assess performance in specific compliance areas and to help develop the Auditor’s annual audit plan.  In coordination with the System Office of General Counsel, will assist in the interpretation of amended, new, or proposed laws or regulations from all levels of government that may have implications for the University’s compliance program. Will develop, coordinate, and participate in a multifaceted educational and training program that focuses on the elements of the compliance program. Will maintain adequate records of all such training provided within the University.

• Performs other duties as assigned.

Required Education and Experience:

• Bachelor's degree

• Five years of related experience in compliance programs and/or activities or highly regulated industry with compliance program-related responsibilities and demonstrated track record of having increasing responsibilities.

Required Knowledge, Skills and Abilities:

• Knowledge of word processing, spreadsheet and database applications.

• Strong verbal and written communication skills.

• Ability to multitask and work cooperatively with others.

Preferred Qualifications:

• A minimum of 2 years of experience in a university environment

• Demonstrated ability to advise senior management on enterprise-level compliance risks.

• Strategic analytical capabilities.

• Excellent oral and written communication skills including the ability to communicate complex compliance issues to any faculty, staff, supervisors and/or university officials; excellent education and training skills; and excellent ability to collaborate with others to achieve goals.

All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and/or other information required by the institution’s procedures, including the completion of the criminal history check.

Equal Opportunity/Veterans/Disability Employer.