Job Details

Reporting to the Assistant Director of Business Management, OPP, this position will support the three groups within the Office of Physical Plant: Capital Projects (Planning, Design, and Construction); Facilities Management (Operations and Services); and Business Management. The Facilities Information Records Manager (FIRM) will maintain, consistently improve, and promote the department’s document management platform. This includes records management, archiving, indexing, and cataloguing of all project and non-project Facilities records in accordance with applicable laws, regulations, and policies. The FIRM will continue to improve and advance the department’s use of the document management platform with a focus on utility, consistency, ease of retrieval, and integration with existing tools and work processes. The FIRM will also provide strategic insights and hands-on troubleshooting for the department’s existing tools, including but not limited to Microsoft Office 365, Autodesk AutoCAD, Brightly Asset Essentials, Microsoft Access, Unit 4.

The successful candidate will have a thorough understanding of the design and construction process and related document management and archiving issues. The candidate will also proactively collaborate with department staff, including operations and capital projects, as well as working to include additional Academy administrative departments and external consultant teams. The work of the Facilities Information Records Manager will vary widely and include striving to improve the existing document management platform within the Office of Physical Plant; working with capital project teams to ensure delivery of as-builts; updating archival information; and training department staff in document management. Bachelor’s degree in library sciences, Archival Science, Information Technology, Architecture, Engineering, Construction Management or related field required. Possession of a valid driver’s license and a personal vehicle is required.

Please review full job description below.

Benefits we offer:

• Employer-subsidized medical, dental, mental health benefits—eligible day 1
• Retirement program with 10% employer contribution
• Annual paid time off: 10 holidays, 3–6 weeks vacation, 10–12 sick days;
• Employer-paid life insurance and long-term disability insurance
• Professional development programs
• Education assistance including tuition remission/reimbursement
• Access to museums, guest speakers, cultural and performing arts
• Campus close to interstates 495 and 93 with free parking
• Free meals during work hours
• Discounted on-campus childcare

Any offers of employment will be contingent upon successful CORI/SORI, ADP authorization (RMV) and fingerprinting background checks, as well as unrestricted authorization to work in the United States.

Phillips Academy is committed to equal employment opportunity and providing reasonable accommodation to applicants with physical and/or mental disabilities. We value and encourage diversity and solicit applications from all qualified applicants without regard to race, color, national origin, ancestry, religion, sex, pregnancy, sexual orientation, gender expression, gender identity, age, physical or mental disability, genetic information, veteran status, military service, application for military service or any other characteristic protected by law.