Controlled Document Management System; CDMS Administrator and Document Specialist

Position: Controlled Document Management System (CDMS) Administrator and Document Specialist
** Job Description*
* ** 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.

+…