Document Manager

Document ManagerThe Document Manager advances LiveOnNY's mission by administering two primary functions: controlled document management and recovery personnel credentialing administration. The position administers LiveOnNY's approved governance processes for controlled content and administers credentialing workflows in accordance with applicable requirements and approved policies and work instructions. The Document Manager administers the designated electronic document control system and related quality management systems, coordinates occurrence and audit documentation, and works across departments to maintain complete, accurate, current, confidential, and audit-ready records. The position exercises administrative and document-control authority within approved requirements and may return nonconforming submissions or withhold publication until required reviews and approvals are documented. Department leaders and document owners retain substantive content responsibility; the Medical Director or their designee retains clinical credentialing approval authority; Executive Leadership retains policy and organizational governance authority; and the Chief Operating Officer (COO) or their designee retains final policy approval authority. All services performed in this role must be conducted in compliance with applicable federal and state laws, regulations, and oversight requirements, including but not limited to CMS, New York State, FDA, OPTN, and all applicable LiveOnNY policies, standard operating procedures (SOPs), and work instructions.This exempt position requires the Document Manager to devote full professional time, attention, and best efforts to LiveOnNY. The Document Manager shall remain available to fulfill the position's leadership and operational responsibilities inside and outside standard business hours as LiveOnNY's needs dictate. The Document Manager shall not undertake outside employment, consulting, or business activity, whether compensated or uncompensated, without advance written approval from the Chief Operating Officer in accordance with LiveOnNY's Conflicts of Interest Policy.To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Required:• Bachelor's degree in Business Administration, Healthcare Administration, Health Information Management, Quality Management, Public Administration, Information Management, Life Sciences, Nursing or a related field.• Minimum of five (5) years of progressively responsible experience in document control, records management, quality management, compliance, or regulatory affairs within a highly regulated industry.• Minimum of three (3) years of supervisory or management experience.• Experience administering an electronic document or quality management system and managing regulated workflows, approvals, deadlines, and confidential records in a healthcare, clinical, transplant, tissue, or organ procurement setting.• Experience developing, implementing, and maintaining document management policies, procedures, and governance programs.• Experience supporting regulatory inspections, accreditation surveys or external audits.• Demonstrated experience managing enterprise-wide document control systems.• Strong written communication, proofreading, editing, organization, analytical, customer service, and follow-through skills.Preferred:• Master's degree in Healthcare Administration (MHA), Business Administration (MBA), Public Administration (MPA), Quality Management or related discipline.• Seven years of progressive experience in document control, quality, compliance, records management, or credentialing administration, including program or project leadership.• Healthcare regulatory experience in organ procurement, transplant, tissue banking, or hospitals, with electronic document-control, workflow, reporting, or credentialing systems.• Experience in healthcare, organ procurement, transplantation, biotechnology, medical device, pharmaceutical, laboratory, or other regulated healthcare environment.Physical Demands:· Regularly required to talk or hear.· Frequently required to sit or stand.· Occasionally required to walk; use hands to handle objects or controls, reach with hands and arms; and climb or balance.· Occasionally required to lift or move up to 15 pounds.· Specific vision abilities include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.· Uses reliable transportation in order to travel throughout LiveOnNY's Designated Service Area (DSA) and, when required, outside the DSA.Reasonable accommodation may be provided for qualified individuals with disabilities.Regarding any licensure, certification, or other credentials required or preferred by LiveOnNY, LiveOnNY requires they be maintained and current without any infractions or issues. The Document Manager understands that the Document Manager is responsible for maintaining all qualifications, licenses, certifications, competencies, and other requirements applicable to this position throughout the Document Manager's employment and for successfully completing all required education, training, competency assessments, and continuing education required by LiveOnNY.The Document Manager must maintain a residence within LiveOnNY's Designated Service Area (DSA). This role is designated as a full-time, corporate office-based position. The primary work location is the assigned LiveOnNY Corporate Office. Because the essential duties of this position are performed in office, work from home and remote work are not standard arrangements for this position and are prohibited unless the COO grants an explicit exception through prior written authorization in accordance with LiveOnNY's Work from Home and Remote Work Policy.The Document Manager shall utilize LiveOnNY-issued technology, equipment, property, information systems, communication systems, vehicles, mobile devices, credentials, and other organizational resources solely for authorized organizational purposes and in accordance with LiveOnNY policies. The Document Manager shall use only LiveOnNY-issued equipment when performing work-related services or accessing LiveOnNY systems, data, or applications, regardless of work location.The Document Manager shall keep GPS location services active on all LiveOnNY-issued, GPS-enabled mobile work devices during scheduled work hours and while performing assigned duties, in accordance with LiveOnNY's GPS Tracking Policy, as amended or superseded by LiveOnNY from time to time. The Document Manager shall not disable, tamper with, or interfere with those services.The Document Manager must be able to read, understand, and apply written information relevant to the position; communicate clearly in writing and verbally; and respond appropriately to inquiries within the scope of assigned responsibilities.The Document Manager must be able to perform and apply the calculations required for the position accurately.The Document Manager must be able to identify problems, evaluate relevant information, exercise sound judgment, and reach conclusions within the scope of the position's responsibilities.The Document Manager must communicate and collaborate with LiveOnNY's culturally diverse workforce and the communities it serves in accordance with LiveOnNY policies. The Document Manager shall support quality, performance improvement, and the clinical and/or administrative goals applicable to the position.The Document Manager is based at LiveOnNY's Corporate Office. Based on the responsibilities of the position, LiveOnNY may, at its sole discretion, direct the Document Manager to travel to other locations within its Designated Service Area (DSA) to provide services.LiveOnNY offers a competitive salary & comprehensive benefits package.403(b) deferred annuityMedical/Vision/DentalTuition reimbursementPaid time OffPet InsuranceLife InsuranceShort and Long Term Disability InsuranceSalary Range: $105,000-$115,000