Electronic Records System Manager (Database Administrative III)

Title: Electronic Records System Manager (Database Administrative III)

Salary Range: $55,392.00 - $69,252.00

Contract Term Length: 12 Months

Standard Hours: 37.5

Work Location: Hybrid

FLSA Status: Exempt

College: KCTCS System Office

Campus Location: KCTCS System Office

Department: Chancellor / Admissions & Records

Total Rewards

KCTCS System Office offers a competitive benefits package and an attractive work environment that supports excellence, innovation, and creativity including:

• Exceptional health care, vision, and dental coverage for you and your family
• Tuition discounts and waivers
• 403(b) retirement plan: a 5% employee contribution receives a 10% employer match
• Vacation/Sick Time
• Work-Life Balance
• 9.5 Paid Holidays
• 2 Weeks of Institutional Closing Pay (Last 2 weeks of December) for qualifying positions
• Employee Assistance Program

Job Summary

The primary purpose of the Electronic Records System Manager/ Database Administrator III is to collaborate with the Director of Electronic Content Management and Records in leading, supporting, and managing cross-functional digital system projects that address the needs of faculty, staff, and students across the organization. This position plays a critical role in the implementation, maintenance, and optimization of the organization's Electronic Document Management System (OnBase Software), ensuring secure document storage, easy retrieval, retention, and compliance with regulatory and operational standards.

With the system-wide scope, the Electronic Records System Manager supports approximately 4,000 users (staff and faculty), 7,000 students, and maintains over 8 million document images within OnBase. Additionally, the position will provide essential communication, training, and support to college personnel in managing and creating electronic records and shared digital processes.

Positions with the KCTCS System Office located in Versailles, KY are term-contract positions, with the expectancy of continuance based on performance.

KCTCS offers a hybrid work schedule with a requirement to be onsite a minimum of 3 days per work week. Hybrid work schedules are subject to periodic review and may be modified or terminated at any time.

Job Duties:

Collaborate closely with the Director of Electronic Content Management and Records to execute and monitor electronic content initiatives and projects.

Lead and manage cross-functional system teams in the planning, implementing, and overseeing operations and projects related to electronic content management system.

Oversee the creation, storage, and access to digital information across KCTCS, as well as the management of On Base workflow and forms.

Ensure continuous improvement and daily management of the enterprise electronic document software (OnBase), adhering to appropriate document management and retention standards.

Develop comprehensive training material and instructional videos to support the effective use of the OnBase system. Offer ongoing training sessions and support to faculty and staff, providing them with the knowledge and skills needed to manage digital records efficiently.

Lead implementation teams for OnBase software upgrades. Serve as a key resource for system testing, troubleshooting, and resolving issues related to the OnBase system.

Represent KCTCS by serving on state records management and retention committees of the Kentucky Department of Libraries and Archives (KDLA), ensuring alignment with state standards and practices.

Minimum Qualifications:

Bachelor's Degree and three (3) years of relevant experience or equivalent. 

Preferred Qualifications:

Bachelor's Degree and five (5) years of relevant experience or equivalent.

Additional Skills Requested:

Hyland OnBase Certification--Position is required to achieve and maintain Hyland OnBase System Administrator Certification.