U.S. Pharmacopeial Convention Jobs

Job Information

The U.S. Pharmacopeial Convention (USP) Records Specialist in Rockville, Maryland

Records Specialist

Quality Assurance

Rockville, MD



Summary of the Position

The Records Specialist will be a part of establishing and supporting a compliant, systematic, Records Management system consistent with global approach/structure to managing all USP Records throughout life-cycle regardless of the types of storage media. This position is a key non-supervisory, records management role responsible for managing paper and electronic records generated by USP’s business, scientific activities and processes. The incumbent will work closely with the Records Management supervisor to look for process efficiencies, ensuring everything is running in a timely way, participating and leading special projects, in addition to day to day activities of monitoring work flow, data accuracy and the overall quality control of document image results. The incumbent will need to assure that processes and procedures are followed according to established guidelines.

The Records Specialist partners internally to learn the needs of USP departments/divisions to ensure processes and tools are working effectively and provides guidance to assist with analyzing and resolving records management challenges.

Roles and Responsibilities

  • Supports developing, implementing and evaluating records management systems, policies and best practices to support the USP initiatives.

  • Contributes to the formulation and implementation of policies, standards, guidelines, and procedures pertaining to records management, while maintaining confidentiality of information contained in all organization files.

  • Develops and delivers training departmental and organization-wide training sessions on records management related topics.

  • Prepares, sorts, scans and indexes retained records in designated records management systems.

  • Trains and mentors Records Administrator, as needed, and provides consulting support to clients on Records and Information Management.

  • Performs database searches, retrieves reference material, prepares reports for end-users.

  • Analyzes business processes and provides recommendations to improve workflows and creates efficiencies through process automation.

  • Performs other duties as assigned.

Basic Qualifications

  • Bachelor’s degree with a minimum of at least four years of experience in Records Management.

  • Advanced knowledge of professional records management theories, principles, practices, and procedures, including those related to the organization, classification, use, maintenance, digitization, security, confidentiality, storage, access/discovery, retention, and destruction processes of all records in electronic and paper format.

Preferred Qualifications

  • Demonstrated understanding of the functions of paper and electronic management systems, including their capabilities and associated risks. Must have knowledge of the technical requirements for digital preservation, including hardware, software, metadata schema and file formats.

  • Ability to review files that may include privacy of employee information for content/determination of file classification into scheduled/non-scheduled records and program artifacts and manage disposition accordingly.

  • Experience in offsite storage, design, centralizing concepts, and file digitization.

  • Proven ability to work with minimum supervision, organize workload and prioritize work tasks to meet production goals.

  • Maintains working relationships to accomplish the organization goals through excellent interpersonal skills in building, negotiating, and maintaining crucial relationships.

  • Experience with Enterprise Content Management Systems and/or Recordkeeping Systems.

  • Subject matter proficiency in records management, including analyzing, interpreting, and applying records management principles, concepts, and best practices to develop, implement, and improve records management programs, policies and processes.

  • Possesses strong records management skills, and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.

  • Demonstrated project management skills, including the ability to set priorities, establish timeframes, and organize resources.

  • Must have an excellent communication, interpersonal and presentation skills, including experience of presenting contentious or complex information to large audiences, and effective reporting at senior management level (both written & verbal), including the ability to gain credibility and confidence of multidisciplinary staff.

  • Must be a team player, extremely well-organized and detail-oriented.

  • Advanced personal computer skills including hardware and software used for electronic imaging, and records management systems (i.e. Livelink, MARS, File Trail and other Scanning Software).

  • Progressive skills in the following programs: MS Office Suite, Adobe Acrobat X Pro or DC.

  • Must be able to lift and/or move boxes weighing approximately 50 pounds (required).

Supervisory Responsibilities


USP offers an impressive benefits package , including:

  • Generous paid time off – 13 paid holidays, 10 sick days and 15 vacation days per year to start

  • An annual 401(k) contribution, beginning after 1 year of service, of 10% of pay (base and bonus) every pay period that vests immediately

  • Comprehensive individual and family healthcare plans with affordable premiums and low annual deductibles ($250/individual or $500/family)

The U.S. Pharmacopeial Convention (USP) is a scientific nonprofit organization that sets standards for the identity, strength, quality, and purity of medicines, food ingredients, and dietary supplements manufactured, distributed and consumed worldwide. USP’s drug standards are enforceable in the United States by the Food and Drug Administration, and these standards are used in more than 140 countries.

Being a part of USP means belonging to a diverse culture made up of more than 1,000 talented professionals working together at five international locations. We share our expertise in science, IT, human resources, quality assurance, communications, administrative management, and more...all to support an overall mission dedicated to making a difference by providing standards and programs that help improve the quality of medicines, dietary supplements, and foods worldwide.

USP is proud to be an equal employment opportunity employer (EEOE) and affirmative action employer. Employment selection and related decisions are made without regard to sex, race, age, disability, religion, national origin, color, veteran status, sexual orientation, gender identity or any other protected class. We are committed to working with and providing reasonable accommodation to individuals with disabilities.

USP does not accept unsolicited resumes from 3rd party recruitment agencies and is not responsible for fees from recruiters or other agencies except under specific written agreement with USP.

Job Category Quality Assurance