Document Management Specialist - Princeton, United States - Princeton Plasma Physics Laboratory

Princeton Plasma Physics Laboratory

Verified Company

Princeton, United States

3 weeks ago

Posted by:

Mark Lane

beBee recruiter

Description

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.
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.
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