Controlled Document Management System (CDMS) Administrator and Document Specialist

Position Overview SLAC is seeking a Controlled Document Management System (CDMS) Administrator and Document Specialist to serve as the operational backbone of controlled documentation for the Accelerator Directorate (AD). This role ensures the accuracy, integrity, accessibility, and lifecycle management of controlled documents across AD, the SPEAR3 Accelerator Division, and associated laboratory projects. The CDMS Administrator is responsible for administering document management systems (currently SharePoint-based, with a future transition to a new platform), managing document workflows, and ensuring compliance with established documentation standards. This role also provides user support and training, enabling efficient and consistent use of document control processes across the organization. The ideal candidate is highly organized, process-oriented, and detail-driven, with strong judgment and a proactive approach to advancing work in a dynamic, fast-paced environment. This individual must be comfortable enforcing standards, resolving time‑sensitive issues, and working across a broad set of stakeholders. Success in this role requires a disciplined, systems-oriented mindset combined with the ability to engage and support a diverse technical user base. This position reports to the Accelerator Operations and Safety Division Director. Key Responsibilities The role has a broad range of responsibilities, broken into categories below. Document Lifecycle Management Manage the full lifecycle of controlled documents, including creation, formatting, revision, approval workflows, release, and notification. Maintain document inventories, status tracking, metadata, and archival processes to ensure compliance and traceability. Ensure consistency, quality, and adherence to established document control standards across all materials. System Administration (CDMS / SharePoint and Future Platforms) Administer CDMS libraries, pages, metadata structures, and permission groups. Manage document approval workflows and access controls. Support the evaluation, migration, and implementation of a future document management system while ensuring continuity and integrity of existing records. User Support and Training Serve as the primary point of contact for CDMS-related support. Train users on document management processes, standards, and system usage. Provide guidance on document preparation, submission, and approval workflows to ensure efficient progression through required phases. Records and Physical Document Management Maintain controlled physical document sets, including binders and distributed copies in the Accelerator Control Room (ACR) and SPEAR3 control room. Oversee electronic and physical records to ensure proper organization, retention, and accessibility. Operational Tools and Supporting Systems Develop and maintain SharePoint lists and other tools and databases supporting operational processes (e.g., inspection tracking, qualification records, and operational summaries). Maintain and update records websites for multiple SLAC organizations, ensuring usability, accessibility, and consistency with organizational standards, and manage the AOSD website. Program Coordination and Specialized Processes Lead weekly meetings to track and coordinate work required to maintain the AOSD document set. Manage and execute processes related to accelerator operations controlled key safes (SSRL, SSED, AOSD) and associated databases. Maintain systems such as the AD Unreviewed Safety Issue (USI) website. Create and maintain beamline maps and PPS zone maps, including completing required fieldwork and training. Technical Support Troubleshoot Microsoft applications (e.g., Word, SharePoint) and provide technical support to users as needed. To Be Successful In This Position You Will Bring Bachelor's degree (B.A. or B.S.) in a technical field and a minimum of five years of experience in technical documentation management and/or document work, or an equivalent combination of education and experience. Excellent written and verbal communication skills, including strong technical writing and editing ability. Demonstrated proficiency with Microsoft SharePoint and Microsoft Office applications. Working knowledge of web technologies such as HTML and CSS, and experience maintaining content within content management systems. Familiarity with web standards, usability principles, and basic information architecture. Experience maintaining and updating websites, including managing content, links, and page structure. Demonstrated skills and capability to manage and own large suites of documents, records, and databases. Strong organizational skills with exceptional attention to detail. Ability to work independently and proactively advance documents through approval processes. Ability to manage multiple priorities in a fast-paced environment. Demonstrated ability to enforce structured processes and maintain consistency across large document sets. Demonstrated initiative in streamlining and improving processes while maintaining compliance standards. Demonstrated persistence in driving tasks to completion across multiple stakeholders and approval stages. In Addition, Preferred Requirements Include Experience with managing and/or developing controlled document management systems and processes. Familiarity with SLAC's Controlled Document Management System. Familiarity with SLAC facilities and operational processes. SLAC Employee Competencies Effective Decisions: Uses job knowledge and solid judgment to make quality decisions in a timely manner. Self-Development: Pursues a variety of venues and opportunities to continue learning and developing. Dependability: Can be counted on to deliver results with a sense of personal responsibility for expected outcomes. Initiative: Pursues work and interactions proactively with optimism, positive energy, and motivation to move things forward. Adaptability: Flexes as needed when change occurs, maintains an open outlook while adjusting and accommodating changes. Communication: Ensures effective information flow to various audiences and creates and delivers clear, appropriate written, spoken, presented messages. Relationships: Builds relationships to foster trust, collaboration, and a positive climate to achieve. Physical Requirements And Working Conditions Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job. This role may require occasional physical activities such as accessing control rooms, accelerator housing, and accelerator support buildings to manage physical document binders, and to perform field verification for maps and zone documentation. Specific physical requirements will be discussed during the hiring process. Given the nature of this position, SLAC will require onsite work. Work Standards Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations. Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for environment, safety and security; communicates related concerns; uses and promotes safe behaviors based on training and lessons learned. Meets the applicable roles and responsibilities as described in the ESH Manual, Chapter 1 General Policy and Responsibilities. Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide. As a national laboratory, SLAC National Accelerator Laboratory is responsible for adhering to the Homeland Security Presidential Directive 12 (HSPD-12) and Department of Energy (DOE) Order 473.1A, which require employees to obtain and maintain a HSPD-12 Personal Identity Verification (PIV) Credential. To obtain this credential, employees must successfully complete the applicable tier of federal background investigation post hire and receive a favorable federal adjudication. The tier of federal background investigation will be determined by job duties and national security or public trust responsibilities associated with the job. All tiers of investigation include a declaration of illegal drug activities, including use, supply, possession, or manufacture within the last 1 to 7 years (depending on the applicable tier of investigation). Illegal drug activities include marijuana and cannabis derivatives, which are still considered illegal under federal law, regardless of state laws. Classification Title: Web Administrator 2 Grade: J, Job code: 4852 Duration: Regular Continuing The expected pay range for this position is $119,613 to $170,000 per annum. SLAC National Accelerator Laboratory/Stanford University provides pay ranges representing its good‑faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs. #J-18808-Ljbffr