Document Management and Records Coordinator

Document Management and Records Coordinator Oak Ridge National Laboratory (ORNL) is the largest US Department of Energy science and energy laboratory, conducting basic and applied research to deliver transformative solutions to compelling problems in energy and security. The Plasma Enrichment Process Management Group is seeking a Document Management and Records Coordinator who will serve as the Document Control Coordinator (DMC) and Records Management Officer (RMO) for the Plasma Enrichment Science Engineering Section within the Enrichment Science and Engineering Division (ESED) at Oak Ridge National Laboratory (ORNL). This role will lead strategic efforts to improve document and records management practices and processes, as well as support day-to-day activities involving processing, maintaining, retrieving, and disseminating information in support of document control and records management activities. ESED serves the nation in two critical areas: advancing enrichment technologies and exploring stable isotope production and applications. The division leverages an elite staff of scientists and engineers with the world-leading capabilities of ORNL to deliver groundbreaking advancements with a variety of applications, from national security to life-saving medical treatments. Major Duties/Responsibilities: Serve as theDocument Management Coordinator (DMC)for supported organizations; participate in DMC forums and coordinate implementation of document control requirements within the supported scope. Serve as theRecords Management Officer (RMO)for applicable organizations; act as liaison between Records Management Services and organizational document/records owners to implement records requirements and resolve documentation/records issues. Coordinate thedevelopment, revision, and issuanceof controlled documents with Document Owners, including formatting, technical editing, and publication/issuance workflows. Develop, maintain, and improve document/records processes and tools to achieve compliance and efficiency;lead small-to-medium improvement initiatives(e.g., workflow enhancements, repository cleanup, backlog reduction, digitization/metadata improvements). Establish and maintain processmetrics; analyze trends and recommend corrective actions and continuous improvement opportunities. Manage the centralized document control center and provide and coordinate support for satellite records repositories, to include overseeing the conversion of facility hard-copy records to electronic and coordinating disposition of the hard copies. Provide programmatic oversight of adherence to document control and records requirementswithin supported organizations, including coordinating self-assessments and supporting broader assessments as requested. Identify, maintain, and disposition records in accordance with approvedretention schedules; support maintenance of the section’s records retention and disposition schedule in coordination with Records Management Services. Serve as the organizational contact forelectronic recordkeeping, including guidance on capturing/declaring records, required metadata, and disposition readiness. Develop and deliver document management guidance, job aids, and training; coach staff and document owners on compliant practices and tool usage. Handle sensitive information, such as proprietary and export control documentation. Coordinate with IT/programmers to develop and improvedocument/records workflow automation, including requirements definition and user testing. Manage priorities in a high-volume and dynamic environment; maintain accuracy, responsiveness, flexibility, and effective stakeholder communication. Deliver ORNL's mission by aligning behaviors with core values (Impact, Integrity, Teamwork, Safety, and Service) and fostering a respectful, inclusive workplace. Basic Qualifications: BS degree in Business, English, Information Management, or related field and 5-7 years of relevant experience performing records management and document control in a regulated environment. An equivalent combination of education and experience may be considered. Demonstrated proficiency in technical editing, procedure writing, record control, and document control practices. Proficiency with Microsoft Office (Word, Excel) and Adobe Acrobat Professional. Demonstrated ability to manage multiple priorities and deadlines with a high degree of accuracy. The ability to obtain and maintain a Q clearance which requires US Citizenship. Preferred Qualifications: Certification or training in document management, procedure writing, and/or configuration management practices Experience working under a Quality Assurance Program (NQA-1, ISO9001, AS9100, or similar) Experience administering SharePoint libraries for document control/records Experience in research & development and/or testing environment Working knowledge of Quality Assurance and product data management systems Experience with the marking, handling, and storage requirements of non-classified sensitive documents or previous experience as a Derivative Classifier/Reviewing Official Excellent written and oral communication skills. Motivated self-starter with the ability to work independently and to participate creatively in collaborative teams across the laboratory. Ability to function well in a fast-paced research environment, set priorities to accomplish multiple tasks within deadlines, and adapt to ever changing needs. Active DOE Q security clearance or the ability to obtain one. Special Requirements: Visa sponsorship is not available for this position. Export control: This position requires access to technology that is subject to export control requirements. Successful candidates must be qualified for such access without an export control license. Q Clearance: This position requires the ability to obtain and maintain a clearance from the Department of Energy. As such, this position is a Workplace Substance Abuse (WSAP) testing designated position. WSAP positions require passing a pre-placement drug test and participation in an ongoing random drug testing program. About ORNL: As a U.S. Department of Energy (DOE) Office of Science national laboratory, ORNL has an impressive 80-year legacy of addressing the nation’s most pressing challenges. Our team is made up of over 7,000 dedicated and innovative individuals! Our goal is to create an environment where a variety of perspectives and backgrounds are valued, ensuring ORNL is known as a top choice for employment. These principles are essential for supporting our broader mission to drive scientific breakthroughs and translate them into solutions for energy, environmental, and security challenges facing the nation. ORNL offers competitive pay and benefits programs to attract and retain individuals who demonstrate exceptional work behaviors. The laboratory provides a range of employee benefits, including medical and retirement plans and flexible work hours, to support the well-being of you and your family. Employee amenities such as on-site fitness, banking, and cafeteria facilities are also available for added convenience. Other benefits include the following: Prescription Drug Plan, Dental Plan, Vision Plan, 401(k) Retirement Plan, Contributory Pension Plan, Life Insurance, Disability Benefits, Generous Vacation and Holidays, Parental Leave, Legal Insurance with Identity Theft Protection, Employee Assistance Plan, Flexible Spending Accounts, Health Savings Accounts, Wellness Programs, Educational Assistance, Relocation Assistance, and Employee Discounts. If you have difficulty using the online application system or need an accommodation to apply due to a disability, please email:View email address on click.appcast.io . Relocation: Moving can be overwhelming and expensive. UT-Battelle offers a generous relocation package to ease the transition process. Domestic and international relocation assistance is available for certain positions. If invited to interview, be sure to ask your Recruiter (Talent Acquisition Partner) for details. This position will remain open for a minimum of 5 days after which it will close when a qualified candidate is identified and/or hired. We accept Word (.doc, .docx), Adobe (unsecured .pdf), Rich Text Format (.rtf), and HTML (.htm, .html) up to 5MB in size. Resumes from third party vendors will not be accepted; these resumes will be deleted and the candidates submitted will not be considered for employment. ORNL is an equal opportunity employer. All qualified applicants, including individuals with disabilities and protected veterans, are encouraged to apply. UT-Battelle is an E-Verify employer. #J-18808-Ljbffr