Document Control Manager

Job Description

The Document Control Manager plays a key leadership role in supporting the evaluation, recommendation, procurement, implementation, and adoption of an Authority-wide Electronic Document Management System (EDMS) and related management solutions. The incumbent oversees program operations, performance monitoring, compliance activities, training initiatives, and continuous improvement efforts to support the Authority’s information management objectives. The incumbent works closely with Authority offices, project teams, consultants, contractors, Information Technology, Records Management, and other stakeholders to ensure document control processes are efficient, consistent, auditable, and aligned with organizational and regulatory requirements.

The Document Control Manager provides leadership in the development and implementation of document control strategies, operational procedures, performance metrics, and reporting mechanisms. The incumbent is responsible for supervising document control staff, fostering professional development, managing workload priorities, and ensuring high-quality service delivery across the Authority.

Position Responsibilities

• Plan, organize, and evaluate the activities of the Document Control Program
• Supervise, train, mentor, and evaluate document control staff and support employee development and succession planning
• Develop and implement document control policies, procedures, standards, templates, and guidance documents to promote consistency across the Authority
• Monitor program performance and establish key performance indicators, dashboards, and reporting mechanisms to support management decision-making
• Coordinate document control activities across Authority offices, consultants, contractors, and project teams to ensure consistent application of document control requirements
• Lead efforts to improve business processes, increase operational efficiency, and enhance document management practices
• Analyze program effectiveness and recommend operational improvements, corrective actions, and process enhancements
• Develop and deliver training programs, user guidance materials, and outreach efforts to support compliance with document control requirements
• Collaborate with Information Technology, Records Management, Quality Management, and business stakeholders to support implementation of document management solutions and process improvements
• Support development of business requirements, workflow documentation, use cases, and operational procedures associated with document management initiatives
• Monitor compliance with document control policies, procedures, contractual requirements, and applicable regulatory standards
• Assist with internal audits, quality reviews, corrective action activities, and compliance assessments, including support of ISO 9001 initiatives
• Support responses to audits, public records requests, litigation support activities, and other information governance requirements
• Prepare executive briefings, reports, presentations, and recommendations regarding program performance, risks, resource needs, and strategic initiatives
• Establish and maintain effective working relationships with Authority leadership, staff, consultants, contractors, regulatory agencies, and other stakeholders
• Perform other duties as assigned

Basic Job Requirements

• Accredited four (4) year degree or global equivalent in business administration or a similar, relevant discipline and fifteen (15) years of work-related experience or a combination of education and directly related experience equal to nineteen (19) years if non-degreed; some locations may have additional or different qualifications in order to comply with local requirements  
• Ability to communicate effectively with audiences that include but are not limited to management, coworkers, clients, vendors, contractors, and other stakeholders  

Other Job Requirements

• Twelve (12) or more years of direct experience in document controls for large, complex construction projects or programs
• Experience in the development, design, implementation, and operation of document control or similar systems for large, complex projects or programs
• Excellent communication and organizational skills, both verbal and written
• A proven ability to work with a wide range of disciplines connected with the successful completion of projects
• Ability to manage multiple priorities and complex assignments in a fast-paced environment
• Ability to communicate clearly and accurately with staff at all levels
• Ability to establish and maintain effective working relationships with diverse stakeholder groups
• Ability to analyze program functional effectiveness and recommend applicable solutions to address needs and challenges
• Proven ability to lead cross-functional teams and implement enterprise DCS strategies
• Skilled in automated workflow tools (Power Automate, Power BI, etc.) and technical training delivery
• Familiarity with change management practices
• Document Control System administration and EDMS experience

Preferred Qualifications

• Master’s in Business Administration, Information Mgmt., Construction Mgmt., or related field
• Experience with state/federally funded infrastructure programs (transportation/rail preferred)
• Knowledge of public sector compliance, records retention, and ISO 9001:2015 standards/audits

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