Document Management Program Manager

Document Management Program Manager

Requirements

• Bachelor’s degree in library and information science or related field
• Three years of related experience
• Experience planning, coordinating, and establishing document management best practices, processes, and solutions in a business setting
• Experience implementing electronic document storage and retrieval systems
• Experience with records management principles
• Experience creating and managing project action plans
• Ability to work in a deadline driven environment with shifting priorities
• Experience assigning tasks and tracking work
• Ability to collaborate across departments
• Strong written and verbal communication skills
• High level of attention to detail
• Strong customer service skills
• Professional demeanor
• Equivalent combination of relevant education and experience may be substituted as appropriate.

Responsibilities

• Coordinate with Campus Operations departments to review physical and electronic documents to determine historical significance, mission criticality, emergency scenarios, and other categories
• Collaborate with stakeholders to develop and maintain a records management plan
• Coordinate with the Records and Information Management Office to ensure systems and processes comply with University records retention requirements
• Lead efforts to identify, evaluate, and implement document management solutions for the organization
• Develop organizational structures and guidelines for document storage to include descriptions, indexes, metadata, and material descriptions, where ease of use and searchability are optimized
• Establish and maintain good working relationships with vendors and university partners
• Serve as the primary point of contact for document management within Campus Operations
• Coordinate document management across Campus Operations departments
• Assist end users with document submission and retrieval
• Develop and deliver document management training to the organization
• Develop and implement processes to maintain the document management system to ensure accuracy and reliability
• Coordinate with department contacts to align document management processes, procedures, and activities
• Ensure integrity and consistency of document management system by implementing standardization practices, documenting problems and coordinating with various stakeholders to achieve resolution
• Lead and mentor junior team members in providing document management support
• Lead and coordinate cross-departmental efforts to ensure consistency and efficiency in document handling
• Manage user permissions according to the security model to provide appropriate access to documents
• Coordinate the conversion of paper documents and drawings to digital form as appropriate
• Coordinate transfer or disposition of paper documents with Records and Information Management Office and University Archivist
• Represent department in a professional manner
• Deliver high-quality and responsive customer service
• Communicate effectively and professionally
• Other related functions as assigned.

Preferred Qualifications

• Master’s degree in library and information science or related field
• More than three years of experience related to the duties of the position
• Excellent verbal and written communication competencies
• Excellent presentation skills
• Ability to lead and facilitate group meetings
• Experience at UT or other higher education institution
• Experience with documents and data related to facilities management, construction management, or campus and building operations
• Experience archiving architectural drawings
• Demonstrated ability to coordinate multiple projects simultaneously
• Experience managing a team.