Law Enforcement Records & Property Manager - Vanderbilt University Medical Center : Job Details

Job Description The Law Enforcement Records and Property Manager is a civilian leadership role within the Vanderbilt University Public Safety Department (VUPS). This position oversees the administration of all law enforcement and security-related records and property, including criminal and non-criminal reports, physical and digital evidence, found property, and seized items. The manager ensures compliance with applicable federal, state, and institutional regulations related to records retention, property handling, and data security. Reporting directly to the Police Inspector, the manager must have in-depth knowledge of records management systems, Tennessee public records laws, property and evidence procedures, and reporting requirements mandated by the Tennessee Bureau of Investigation (TBI). This includes compliance with the Tennessee Incident-Based Reporting System (TIBRS/NIBRS) and Criminal Justice Information Services (CJIS) standards. About the Work Unit: Vanderbilt University Public Safety (VUPS) is led by the Office of the Chief of Police in the VU Division of Administration. VUPS is a dedicated team of over 400 professionals committed to fostering a safe, secure, and welcoming environment for the Vanderbilt community. The department includes commissioned officers, security professionals, and administrative staff working across a variety of specialized units. Duties and Responsibilities

• Supervise day-to-day operations of the Records and Property Unit, including oversight of civilian staff.
• Ensure the timely and accurate processing, classification, and secure storage of police reports, citations, and digital records.
• Coordinate crime data reporting to the Tennessee Bureau of Investigation (TBI) in accordance with TIBRS/NIBRS requirements.
• Manage the intake, documentation, storage, release, and disposal of property and evidence, maintaining proper chain-of-custody and compliance with state and federal standards.
• Oversee the intake, storage, and disposition of lost and found items in accordance with university policy.
• Oversee the digital evidence lifecycle, including coordination with IT and legal departments for storage, access, retention, and redaction of video and digital media.
• Respond to requests for public records, subpoenas, court orders, and other legal inquiries in accordance with the Tennessee Public Records Act, FERPA, and university policy.
• Maintain data integrity and ensure controlled access to sensitive information in compliance with CJIS and institutional privacy standards.
• Develop and update departmental policies and procedures for records and property, ensuring alignment with best practices, accreditation standards (e.g., CALEA, IACLEA), and legal requirements.
• Train and support staff and sworn officers in the use of records management systems (RMS), evidence tracking software, and documentation practices.
• Generate reports, analytics, and dashboards related to crime trends, incident volumes, property status, and departmental performance.
• Assist with audits, inspections, and accreditation reviews involving records or property.
• Manage expungement requests and coordinate court-ordered record or property dispositions.

Supervisory Relationships: This position supervises administrative support staff responsible for both records management and property/evidence control. The position reports administratively and functionally to the Police Inspector. Qualifications

• A bachelor's degree in criminal justice, public administration, records management, or another applicable field is required.
• Obtaining CJIS and NCIC certification within 6 months of hire is required.
• A master's degree or professional certificate in public administration, business administration, organizational leadership, project management, or another applicable field are preferred.
• Certifications from relevant professional organizations - such as TIBRS, NCIC, IAPE - are preferred.
• Must have and maintain a valid driver's license and a satisfactory driving record.
  • Vanderbilt University engages a third party to provide up-to-date notifications regarding negative changes to motor vehicle records.

Experience and Skills:

• A minimum of four(4) years: preferred (5) years of experience in a criminal justice records and/or property environment, with supervisory or management experience, is required.
• Working knowledge of Tennessee records laws, TIBRS/NIBRS, and CJIS requirements is required.
• Experience with Records Management Systems (RMS) is required.
• The ability to maintain the highest level of confidentiality and data integrity is required.
• Strong proficiency in Microsoft Office Suite and data entry systems is required.
• Experience supporting accreditation standards and processes through CALEA, IACLEA, or other governing or certifying bodies is preferred.
• Familiarity with university and higher education operations is preferred.
• Experience with TIBRS or prior liaison work with the Tennessee Bureau of Investigation is preferred.
• Experience with digital records/evidence systems, including video redaction and cloud-based storage platforms, is preferred.

Physical Requirements:

• Moderate physical effort, including standing, walking, and lifting up to twenty-five (25) pounds.
• Exposure to sensitive or graphic information in reports and records.
• Ability to assist with the physical movement or organization of stored property.

Working Environment:

• Rarely exposed to unpleasant working conditions.
• May occasionally be exposed to strong odors associated with stored property.
• The environment may be stressful or time sensitive, requiring the ability to multitask.
• Infrequent evening or weekend work may be required.
• May be required to work during special events held on campus.

Responsibilities

• Manage and supervise criminal justice records and property operations for the Vanderbilt University Public Safety Department.
• Ensure compliance with Tennessee records laws, TIBRS/NIBRS, and CJIS requirements.
• Maintain the highest level of confidentiality and data integrity for all records and property.
• Support accreditation standards and processes through CALEA, IACLEA, or other relevant bodies.
• Liaise with the Tennessee Bureau of Investigation and other external agencies as required.
• Utilize Records Management Systems (RMS) and digital records/evidence systems, including video redaction and cloud storage.
• Supervise and mentor a team of records and property staff, providing guidance and training as needed.
• Stay updated on industry best practices and emerging technologies in records and property management.
• Collaborate with other departments and stakeholders to ensure efficient and effective record-keeping practices.
• Perform other related duties as assigned by the department head or designee.

Qualifications

• Bachelor's degree in criminal justice, public administration, records management, or a related field is required.
• Master's degree or professional certificate in public administration, business administration, or a related field is preferred.
• Minimum of 4 years of experience in a criminal justice records and/or property environment, with 5 years preferred.
• Supervisory or management experience is required.
• Working knowledge of Tennessee records laws, TIBRS/NIBRS, and CJIS requirements is essential.
• Experience with Records Management Systems (RMS) is mandatory.
• Proficiency in Microsoft Office Suite and data entry systems is required.
• Experience supporting accreditation standards through CALEA, IACLEA, or similar bodies is preferred.
• Familiarity with university operations and higher education environments is an asset.
• Valid driver's license and a satisfactory driving record are mandatory.

About Us At Vanderbilt University , our work - regardless of title or role - is in service to an important and noble mission in which every member of our community serves in advancing knowledge and transforming lives on a daily basis. Located in Nashville, Tennessee, on a 330+ acre campus and arboretum dating back to 1873, Vanderbilt is proud to have been named as one of America's Best Large Employers as well as a top employer in Tennessee and the Nashville metropolitan area by Forbes for several years running. We welcome those who are interested in learning and growing professionally with an employer that strives to create, foster and sustain opportunities as an employer of choice. We understand you have a choice when choosing where to work and pursue a career. We understand you are unique and have a story. We want to hear it. We encourage you to apply today so that you might become a part of our story. Vanderbilt University 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, or status as a protected veteran, or any other characteristic protected by law.