Document Management Specialist at Princeton University in Princeton, New Jersey

Job Description:

Document Management Specialist

US-NJ-Princeton

Job ID: 2024-18905
Type: Full-Time
# of Openings: 1
Category: Grants and Contracts

Princeton University

Overview

The Princeton Plasma Physics Laboratory (PPPL) is a collaborative national research center operated by Princeton University for the U.S. Department of Energy (DOE). We are working to develop the scientific understanding and innovations needed to realize fusion as an energy source for the world. PPPL is one of 10 national laboratories in the DOE Office of Science, the nation’s largest single supporter of basic research in the physical sciences.

We are seeking to fill a Document Management Specialist position!

This position serves a key role in facilitating processes and programs supported by the Planning, Assurance, and Contract Management (PACM) Department at PPPL. This position will specifically support the operations of the Requirements and Records Division within PACM at PPPL.

The Document Management Specialist is responsible for the following:

• 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.

In support of the Requirements and Records Division, this position will also collaborate heavily with members of the PACM Department, Management System Owners (i.e., other program areas across PPPL that own the Institutional Documents and processes related to their content), and technical staff for the support of institutional performance assurance activities.

A proud U.S. Department of Energy National Laboratory managed by Princeton University, Princeton Plasma Physics Laboratory (PPPL) is a longstanding leader in the science and innovation behind the development of fusion energy — a clean, safe, and virtually limitless energy source. With an eye on the future and in response to national priorities, PPPL also has begun a strategic shift from a singular focus on fusion energy to a multi-focus approach that includes microelectronics, quantum information science, and sustainability science. Whether it be through science, engineering, technology or professional services, every team member has an opportunity to make their mark on our world. PPPL aims to attract and support people with a rich variety of backgrounds, interests, experiences, and cultural viewpoints. We are committed to equity, diversity, inclusion and accessibility and believe that each member of our team contributes to our scientific mission in their own unique way. Come join us!

Responsibilities

Core Duties:

• 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.

Additional Duties:

• Must be proficient in the use of Microsoft Office programs (including Word, Excel, and PowerPoint), Google suite (Gmail, Google drive, Google docs, Google sheets, Google sites), and Adobe Acrobat Pro for ad hoc projects and document management needs.

• Note: The above job description is designed to outline the general nature and key responsibilities of the role. However, it does not encompass all tasks that may be carried out by the Document Management Specialist.

Qualifications

Education and Experience:

• 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.

Knowledge Skills and Abilities:

• 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.

Physical Requirements:

• Work is largely administrative and may be conducted remotely some of the time.

Working Conditions:

• 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.

Princeton University is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law. KNOW YOUR RIGHTS

Please be aware that the Department of Energy (DOE) prohibits DOE employees and contractors from participation in certain foreign government talent recruitment programs. All PPPL employees are required to disclose any participation in a foreign government talent recruitment program and may be required to withdraw from such programs to remain employed under the DOE Contract.

PI239579045

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