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.

• Serve as the Document Management Coordinator (DMC) for supported organizations; participate in DMC forums and coordinate implementation of document control requirements within the supported scope.
• Serve as the Records 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 the development, revision, and issuance of 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 process metrics; 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 requirements within supported organizations, including coordinating self-assessments and supporting broader assessments as requested.
• Identify, maintain, and disposition records in accordance with approved retention schedules; support maintenance of the section’s records retention and disposition schedule in coordination with Records Management Services.
• Serve as the organizational contact for electronic 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 improve document/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.

• 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.

• Certification or training in document management, procedure writing, and/or configuration management practices
• Experience working under a Quality Assurance Program (NQA-1, ISO
  9001, 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…