Records Digitization Coordinator (4722C), People and Culture - Central Services #88210

At the University of California, Berkeley, we are dedicated to fostering a community where everyone feels welcome and can thrive. Our culture of openness, freedom, and belonging makes it a special place for students, faculty, and staff, who are among the most talented and accomplished anywhere, including Nobel laureates, Pulitzer Prize winners, and MacArthur Fellows. Since our founding in 1868, we have been an engine for innovation - driving intellectual, economic, and social progress that benefits California, the U.S., and beyond. Together, we change the world.

At Berkeley, the best careers are built on a foundation of continuous learning and growth. We actively support professional development by providing all full-time staff employees with at least 80 hours of paid time per year and provide space for supportive colleague communities via numerous employee resource groups.

We invite applicants who are inspired by our Principles of Community and who are eager to be part of our exciting Strategic Plan, which charts Berkeley's next era of excellence.

Learn more about some of our accomplishments at Points of Pride.

Departmental Overview

People and Culture Central Services is responsible for a variety of areas including HR Technology Systems and Applications, HR Reporting and Data Analytics, HR Compliance and HR Records Management.

Position Summary

The Records Digitization Coordinator works on the HR Records team as a limited position focused on records digitization activities. This position performs boxing, inventorying, filing, scanning, and quality integrity tasks to support the HR Records team.

Application Review Date

The First Review Date for this job is: August 28, 2026. For full consideration, please apply on or before the first review date.

Responsibilities

Records Digitization Coordination and Quality Assurance

• Coordinates records digitization activities, including preparing records boxes, applying barcodes, documenting inventory, and maintaining tracking information.
• Coordinates the scheduling and transfer of records boxes to the digitization vendor and tracks progress through the digitization process.
• Uses Perceptive Content and other specialized office applications to review digitized records and monitor project progress.
• Performs quality assurance of digitized records in Perceptive Content to confirm documents are legible, complete, in the appropriate format, and stored in the correct system location.
• Identifies quality or processing issues and communicates necessary corrections to the appropriate teams.
• Maintains accurate records of digitization status and completed work.
  

Project Tracking and Reporting

• Maintains spreadsheets, Smartsheets, and other tracking tools used to monitor project inventory, vendor activity, digitization progress, and completion status.
• Compiles and validates project information and prepares monthly progress reporting.
• Uses spreadsheet functions, including formulas and pivot tables, as needed to organize, reconcile, and report project data.
  

Systems, Equipment, and Vendor Coordination

• Identifies equipment, supply, or system needs related to records digitization activities and coordinates issues with appropriate internal teams or vendors.
• Works with the Imagine Team and other technical resources to address issues involving Perceptive Content, digitized files, and records processing.
  

Procedural Guidance

• Provides guidance to staff and project partners regarding digitized file quality, format, and appropriate placement within Perceptive Content.
• Communicates quality assurance findings and provides direction on corrections needed before digitized files are accepted as official records.
  

Records Support

• Provides general HR Records support based on operational needs and project workload, including filing, records organization, and other records-related activities.
• Handles sensitive and confidential HR records in accordance with established records management procedures and protocols.
• Other duties as assigned.
  

Required Qualifications

• Thorough knowledge of administrative procedures and processes, including word processing, database, and records management applications, and proficiency with spreadsheets, including formulas, pivot tables, and other functions used to track, analyze, and report data.
• Ability to accurately process, organize, track, and quality check large volumes of records and related data in a timely manner.
• Strong interpersonal skills and ability to communicate quality assurance findings and provide procedural guidance to staff and project partners on records digitization processes.
• Demonstrated attention to detail and ability to identify discrepancies in records, data, and digitized files.
• Strong verbal and written communication, active listening, critical thinking, organizational, and time management skills.
• Ability to handle sensitive and confidential records and information in accordance with established procedures and protocols.
  

Education/Training:

• High School diploma and/or equivalent experience/training.

Salary & Benefits

For information on the comprehensive benefits package offered by the University, please visit the University of California's Compensation & Benefits website.

Under California law, the University of California, Berkeley is required to provide a reasonable estimate of the compensation range for this role and should not offer a salary outside of the range posted in this job announcement. This range takes into account the wide range of factors that are considered in making compensation decisions, including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, analysis of internal equity, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience.

The budgeted hourly range that the University reasonably expects to pay for this position is $30.58 (Step 1) - $32.01 (Step 3).

• This is a non-exempt, bi-weekly paid position.
• This is a 6-month, full-time, Limited [temporary] position that is eligible for UC benefits.

How to Apply

To apply, please submit your resume and cover letter.

Other Information

• This position is eligible for up to 4 days/week remote work within the United States. Exact arrangements are determined in partnership with your supervisor to meet role responsibilities and department needs and are subject to change.
• This is not a visa opportunity. This position does not include sponsorship of a new consular H-1B visa petition that would require payment of the $100,000 supplemental fee.
• This position is governed by the terms and conditions in the agreement for the Clerical & Allied Services Unit (CX) between the University of California and Teamsters Local 2010. The current bargaining agreement manual can be found at: http://ucnet.universityofcalifornia.edu/labor/bargaining-units/cx/index.html
• The automatic conversion to career status, as provided in Section B.2. above will not occur when one or more of the following occur:
  b. The position into which the employee is hired is not an "ongoing" position, in that the position is established and funded for 18 months or less at any percent of time. In the event the position is funded beyond 18 months, the limited appointee shall be converted to career retroactive to the first of the month following attainment of 1000 hours; except that nothing in this subparagraph precludes the University from releasing the limited appointee prior to the effective date of the funding extension.

Conviction History Background

This is a designated position requiring fingerprinting and a background check due to the nature of the job responsibilities. Berkeley does hire people with conviction histories and reviews information received in the context of the job responsibilities. The University reserves the right to make employment contingent upon successful completion of the background check.

Mandated Reporter

This position has been identified as a Mandated Reporter required to report the observed or suspected abuse or neglect of children, dependent adults, or elders to designated law enforcement or social service agencies. We reserve the right to make employment contingent upon completion of signed statements acknowledging the responsibilities of a Mandated Reporter.

Misconduct

As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

"Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

UC Sexual Violence and Sexual Harassment Policy

UC Anti-Discrimination Policy

Abusive Conduct in the Workplace

Equal Employment Opportunity

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.