Records Management and Business Continuation Specialist

Job Description:

This is a great opportunity to join the Governance and Innovation Department in Pramerica, supporting the well-established team within Human Resources (HR) function. This group of dynamic professionals is accountable for overseeing and maintaining compliance across several operational risk domains including Information Security, Privacy, Business Continuation, Information Management and Vendor Governance. The team ensures that HR processes and systems are managed in compliance with Prudential standards and focused on assessing risks and maintaining commensurate controls while providing an exemplary partnership.

 

As a member of this self-motivated team, you will interact with management and leadership across HR and other corporate functions. You will also learn and apply risk-based principles and practices to develop and maintain a control and compliance framework.

In particular, Human Resources has a requirement for a Specialist to support the Business Continuity (BC) and Records Management programs. This individual will be responsible for assisting in successfully maintaining these programs in line with Prudential’s standards.

This individual will support plans across the HR organization and be a planner for specific business functions. The BC professional serves as a resource to HR’s BC program on matters of business continuity, risk preventive measures and other BC related matters. They will work with Human Resources departmental heads, functional leaders and BC Planners in several program aspects including identifying strategies, interim solutions and testing.

The candidate will play a role in HR’s Records Management program by working across functional areas to ensure compliance with program requirements while role modeling records management responsibilities. In addition, this role may support and will engage with other risk programs including privacy.

Travel to the US may be required.

Business Continuation:

Key responsibilities include:

Assisting and supporting the development and maintenance of Human Resources business continuity management program in accordance with enterprise standards.

• Developing/Maintaining BC Plans: Supporting the BC program in the collaboration process with Management and BC Planners to ensure plans are in place to mitigate potential significant impacts to the organization or business operations in the event of a disaster

• Providing consultation to promote, communicate and apply the Enterprise BC standards to their area(s) of responsibility.

• Coordinating the implementation of Enterprise BC standards and guidelines with BC Planners.

• Assisting areas with risk assessments and plan development.

• Working with BC Planner(s) to provide timely BC education to employees to ensure they remain current with their BC roles and responsibilities.

• Facilitating ongoing BC awareness initiatives.

• Coordinating planners in responding to an event.

• Identification of Business Functions, Systems and Dependencies: Work with BC Planners to ensure that the identification of Business Functions, Systems and Dependencies has been completed.

• Business Impact Analysis (BIA): Work with BC Planners to ensure that comprehensive and accurate BIAs are completed.

• Outage Scenarios and Recovery Solutions:  Work with the appropriate BC Planners and Technology to ensure that the appropriate recovery solutions have been addressed for business functions, systems and dependencies.

• Testing BC Plans and Solutions: Facilitating the planning and execution of testing for their area. Coordination with external vendors and internal Prudential departments when preparing and executing BC exercises. Ensuring that Enterprise controls (e.g., security, privacy) are maintained during a BC exercise. Providing reports to management on the effectiveness of tests and any plan amendments that were made based on test results.

• Schedule flexibility to support weekend testing when scheduled

Records Management:

Key responsibilities include:

Assisting and supporting the development and maintenance of the HR Records Management program in accordance with enterprise standards.

• Support Records management initiatives including efforts to properly scale HR’s records foot print across data shares and applications. This includes a model that must consider global records and privacy regulations.

• Coordinate deliverables across HR Records personnel.

• Prepare/distribute reports to Management to support and evidence program compliance.

• Assist with activities that ensure HR Records personnel have the necessary skills and required training to fulfill their responsibilities.

• Manage the annual records attestation process.

• Have flexibility to provide back-up and support to other business controls (privacy, risk management).

Knowledge and Skill Requirements:

• The successful candidate must possess a high level of energy with a collaborative, can do attitude combined with the strength and confidence/courage to serve as a change agent of BC and Records risks and controls.

• A proactive, driven individual with the ability to operate effectively from the conceptual stage through to successful implementation.

• The ability to work effectively through a matrix organization utilizing strong influencing skills coupled with disaster recovery / business continuation / records management expertise. This also includes a mature approach to problem solving and conflict resolution.

• A highly organized and disciplined individual able to effectively improve and manage the Business Continuation and Records Management frameworks across a function that is becoming more global in nature.

• Possesses strong analytical skills, has a thirst for knowledge and is interested in learning new processes and disciplines.

• Willingness to face difficult situations head on.

• Excellent listening and communication skills to build strong and productive relationships with all levels.

• Attention to detail

• A seasoned technology generalist.

• Project Management Skills

• Advanced skills in Microsoft Office products (Word, Excel, PowerPoint, Visio, Project) with an ability to produce professional documents for presentation to executive management.

Education:

The ideal candidate should possess some, if not all of the below:

• Business Continuity / Disaster Recovery / Information Governance professional with a minimum 2-5 years in a global enterprise, preferably within a Business and Technology Risk Management function.

• Bachelors degree in related field or equivalent work experience.

• Knowledge of industry specific concepts, processes and key risks are desired. Should be well versed in Business Continuity (Planning, Documentation, BIA, and Testing), Information Governance practices with a demonstrated ability of applying them in a business environment.