Records & Property Manager
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.
Key Functions and Expected Performance:
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.
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.
A bachelor's degree in criminal justice, public administration, records management, or another applicable field is required.
A minimum of four (4) years; preferred five (5) years of experience in a criminal justice records and/or property environment, with supervisory or management experience, 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.
111 28th Ave S
Nashville, TN 37212
United States
To view the job posting and apply, applicants should go to the Records and Property Manager job posting at https://ecsr.fa.us2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/…