Job Description

Reference # : 21-00459Title : Archiving Operations
Location : Tampa, FL
Position Type : Contract
Experience Level : Start Date / End Date : 05/01/2021 / 04/30/2022
Must be local, remote until campus reopens then will be onsite 12mo, possible extension BTSS Archiving Operations provides best practices for paper based archived records for all Major Global Bank locations stored at a third party supplier and provides training as well as guidance outlined in the Archiving Operations Guide (AOG) to enable all Major Global Bank personnel to comply with the Records Management Policy and Standard. This role will report to the NAM Regional Archiving Lead and involve standardizing, rationalizing, and improving processes and services. This role will also execute day-to-day operational activities as governed by the Archiving Operations Guide (AOG) and provide subject matter expertise for all countries in NAM i.e. US, Canada and Puerto Rico. This is guided under a governance and control framework of the Archiving Operations Program, Major Global Bank Records Management Policies, and goals set forth by Global and Regional strategic direction. This role will require an individual with a strong client centric, operational, and process improvement focus to support various day-to-day operational activities and automation initiatives in NAM and globally. Key Responsibilities: Strategy and Execution -Execute Archiving operational strategy as outlined in the Archiving Operations Guide in coordination with Regional Leads, Program Governance & Control and the Global Archiving Lead. -Identify continuous improvement initiatives that will lead to cost savings, and/or productivity improvement -Ensure compliance with global, local and regional policies and procedures while meeting local regulations. -Implement best practices to ensure efficiency in services provided. -Ensure all required controls are in place and identify potential risks in order to mitigate in a proactive manner Operation Management -Responsible for archiving product service delivery, providing day-to-day operational support while providing input to improve processes through out-of-the box thinking and driving executing of process improvement projects to successful completion -Troubleshoot and resolve all archiving inquiries and customer requests for US, Canada and Puerto Rico in a timely manner by serving as a point of escalation -Execute service delivery and operational management aligned to AOG -Monitor delivery of Archiving services in the region -Strengthen stakeholder and business engagement and adoption of implemented solutions aligned to the Archiving strategy -Ensure and maintain strong relationships with records management clients, peers, and other Archiving Leads -Perform data analysis of various reports to identify trends in business groups to assist the Regional Archiving Lead in recommending solutions to meet business needs and the strategic direction of the Archiving Program Risk and Control -Identify and define additional controls (as appropriate) to strengthen on going monitoring -Support the Regional Archiving Lead in executing Manager's Control Assessment (MCA) testing and remediation plan(s) to address Audit gaps/findings. -Build and maintain a robust control environment across all areas of responsibility and ensure audit preparedness for the product -Complete all Major Global Bank required trainings by deadline specified Projects -Partner with the NAM Regional Archiving Lead to support rollout of key projects such as Records Inventory System (RIS), Digital Solution and other special reengineering projects as assigned -Support annual Continuity of Business (COB) testing & ensure deliverables are accurate and completed in a timely manner -Perform user system testing in support of technology releases and solutions -Manage small to medium sized projects from initiation thru successful implementation ensuring deliverables and post mortem activities occur for continuous improvements -Actively participate in on-going BTSS committees, initiatives, and/or projects as assigned Metrics / Management Reporting -Coordinate and support initiatives related to Archiving Metrics Monthly Operating Reports -Prepare weekly and monthly reports to provide an oversight of Archiving Services on covered location(s) -Establish and prepare in-country and regional scorecards and control frameworks which serves as a guide for the performance reviews across regional Archiving -Assist with management global presentations as needed Skills: -Detail knowledge of Records Mangement Lifecycle with supplier interaction experience -Client centric & customer service focus with ability to train, guide and support end users -Strong end-to-end process orientation and business analysis with good judgment and common sense. -Ability to assess processes and/or controls to identify potential issues to escalate where needed -Strong root cause analysis and analytical/problem-solving skills. -Strong conflict resolution and influencing skills. -Communicates effectively verbally and written with correct grammar and spelling -Able to present effectively and concisely to peers and senior management -Articulates viewpoints prceisely and concisely; adopts cognitive and behavioral skills to communicate to a specialist and non-specialist audience -Ability to manage, juggle and prioritize projects/assignments within project deadlines. -Solid meeting organization, facilitation, communication, and influencing skills. -Ability to create/analyze reports with knowledge in SharePoint, intermediate to expert knowledge in Access, Excel (including VLOOKUP/macros) and PowerPoint. -High degree of initiative, self-starter, quick learner, integrity, able to work independently and knows when to escalate issues. -Detail oriented and analytical with the ability to communicate at an Operational and Tactical level of an organization -Effective problem solver and team player -Highly motivated, organized and methodical -Self-starter and with leadership traits -Operational experience in a shared services environment or auditing/risk operational processes/groups -Experience working in a virtual team -Appreciation of cultural and business differences across a diverse region -Willing to work flexible hours in order to interact effectively globally Qualifications: -Bachelor's Degree required or equivalent work experience -3-5 years of relevant Records Management & Archiving experience -3 -5 years experience working & supporting customers on a Records Inventory System technology platform -3 -5 years managing customers inquires and support via Service Now platform -Strong operations client service and support background -3 -5 years experience with MSOffice/O365 -PowerPoint, Word, Excel,Outlook -Ability to manage and drive to successful completion small to medium sized projects -Project Management & Management Information System (preferred but not mandatory) -Lean certification or PMP certification (preferred but not mandatory)


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