Document Management Specialist
Princeton University
- Princeton, NJ
- Permanent
- Full-time
- Building and maintaining an automated document management system for all Institutional Documents. Institutional Documents include all configuration-controlled lab-wide organizational charters, policies, program plans, system descriptions, procedures, etc. and their associated forms and related files.
- Serve as a central point of contact for the development of the document management system.
- Support and facilitate development and review, and conduct monitoring of, the Laboratory’s suite of Institutional Documents to ensure documents are maintained current relative to content and required periodic review and revision requirements.
- Develop and maintain document templates associated with the Institutional Documents management program.
- Ensure coordination of process with cognizant authors, reviewers, and signature authorities.
- Provide assurance that documents are utilizing correct templates, formatting and editorial standards for consistency across PPPL to maintain high quality standards.
- Assist in the management of the Laboratory’s institutional repository for Official Correspondence.
- Develop and maintain processes for change and version control of Institutional Documents.
- Manage repositories of current and archived institutional policies, procedures, plans, organizational charters, engineering standards, and ES&H directives and associated forms and files.
- Work closely with the Contract Manager to ensure integration of changed contract requirements within Institutional Documents.
- Review corrective actions requiring changes in Institutional Documents for strategic alignment.
- Create document review meetings and facilitate the collection of comments and resolution.
- Communicate to Laboratory staff any changes to documents that affect policy and operations.
- Coordinates with Training Department to support notifications to personnel requiring updated training related to document revisions.
- Evaluates submitted document revisions for internal consistency with other Institutional documents, information, and conditions; consistency against document management procedure requirements relative to significance categorization and signature authorities; template content; formatting; and editorial quality standards and works with cognizant authors to resolve any issues. Schedules and completes reviews as prioritized by Laboratory need and risk.
- Provides assistance to management system owners and process owners in the creation and/or revision of Institutional plans, procedures, and policies, etc. to apply necessary significance categorization, references, and appropriate formatting to the document.
- Manages databases and websites for workflow control of all Institutional Documents.
- Serves as project manager for development and deployment of tools (e.g., databases, workflow management) related to document management processes.
- Trains PPPL staff in the use of the Document Management tools and systems.
- Assists Records and Requirements division in developing training programs related to document control and procedure management.
- Assists Requirements and Records Division with additional duties and projects as assigned.
- Required: Bachelor's degree from an accredited institution.
- In lieu of a bachelor’s degree, 3 years of professional and progressive experience with demonstrated capacity to manage multiple simultaneous projects and writing technical documentation, such as policies and procedures, preferably in a scientific, or engineering, environment.
- Must be a flexible team player with excellent writing and time management skills.
- Must have demonstrated mastery of time management.
- Must excel in managing multiple simultaneous projects with strict deadlines.
- Must have demonstrated proficiency in writing and proofreading.
- Must have demonstrated proficiency in facilitating resolution of conflicting comments and concepts relative to technical content to move projects to completion.
- Must have demonstrated proficiency in core MS Office Suite applications, including Excel, Word, SharePoint and PowerPoint and other routinely used business applications.
- Must have demonstrated proficiency in using Google Suite applications, including Gmail, Google Drive, Forms, Sites; Adobe Pro and workflow management experience are a plus.
- Ability to be proactive, adaptable, creative, and a team player.
- Must possess excellent communication, relationship management, and planning skills.
- Demonstrated experience working across multiple divisions and building collaborative relationships.
- Work is largely administrative and may be conducted remotely some of the time.
- Job assignment can usually be accomplished within normal work hours.
- Evening and weekend work may be required to meet deadlines.
- Work will be at PPPL. Remote work may be permitted on a periodic or as needed basis.