Document Management and Records Coordinator (Hybrid Eligible)

Requisition Id 14297 

Overview:  

The Office of Integrated Performance Management at Oak Ridge National Laboratory (ORNL) is seeking a Records Coordinator to ensure the effective processing, maintenance, retrieval, and dissemination of electronic records in alignment with records management policies and procedures. This role will collaborate with records specialists, engineers, technical project officers, and other staff to ensure compliance with records management standards and provide exceptional support to our internal customer, the US ITER Project. This position will be physically located at the US ITER Project Office, Oak Ridge, TN. 

Major Duties/Responsibilities: 

• Analyze, assemble, archive, and retrieve documents, including management of controlled copy document binders.

• Responsible for organization documents within the Enterprise Document and Records Management System (EDRM), including reserving and assigning document numbers.

• Receive, file, and maintain all documents and records within EDRM or other recordkeeping system, as appropriate.

• Ensure mandatory document reviews and appropriate disposition in EDRM.

• Manage the centralized document control center and provide and coordinate support for partner laboratories.

• Function as the records management officer (RMO) for the US ITER Project and act as a liaison between Records Management Services and organizational records owners/contacts to facilitate the implementation of records requirements.

• Responsible for coordinating the identification, scheduling, maintaining, and dispositioning of records in accordance with records management requirements.

• Serve as the organizational contact for electronic recordkeeping to capture, declare, and disposition records in accordance with retention schedules.

• Develop and implement process for converting hard-copy records (including film) to digital format in compliance with DOE requirements.

• Responsible for appropriate and timely posting of US ITER documents and procedures in support of US ITER SharePoint administration.

• Support the creation and maintenance of various documents and perform independent reviews on relevant procedures.

• Provide document management guidance, training, and support to staff members, as needed.

• Perform periodic assessments of records, record repositories, and controlled copy documents.

• Assess effectiveness of document management tools and processes and make recommendations to achieve continuous improvement.

• Perform the duties of procedure writer for the US ITER document control center.

• Serve as the document management coordinator (DMC) for US ITER and attend DMC forums.

• Serve as the SBMS Screener for US ITER.

• Handle sensitive information, such as proprietary and export control documentation.

Expectations:

• A hybrid work arrangement is allowed after proficiency is achieved in the role.

• Ability to communicate effectively using video conferencing platforms to interact with remote members.

• Ability to work independently with exceptional attention to detail and accuracy.

• Flexibility to adapt to shifting priorities in a high-paced environment.

• Strong interpersonal, verbal, and written communication skills.

• Demonstrated ability to work collaboratively in team settings.

• Ensure compliance with environment, safety, health, and quality program requirements.

• Deliver ORNL’s mission by aligning behaviors, priorities, and interactions with our core values of Impact, Integrity, Teamwork, Safety, and Service. Promote diversity, equity, inclusion, and accessibility by fostering a respectful workplace – in how we treat one another, work together, and measure success.

• Display excellent human relations skills and utilize good oral and written communication. 

• Perform as a team member that has a high volume of activity, displaying characteristics of collaboration, flexibility, and dependability, while ensuring a high degree of accuracy.

Basic Qualifications:

• BS degree in Business, English, Information Management, or related field and 2-4 years of experience with records management and document control activities, including indexing, scanning, tracking documents, performing quality checks, and distributing information

• Experience using Microsoft Office products including Word, Excel, PowerPoint, and Adobe Acrobat Professional software.

Preferred Qualifications:

• Experience handling sensitive, non-classified information (e.g., proprietary, export-controlled).

• Familiarity with document management systems and product lifecycle management software.

Special Requirements:

• Export control, no clearance:  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.

• HSPD-12 PIV badge: This position requires the ability to obtain and maintain an HSPD-12 PIV badge.

About ORNL:

As a U.S. Department of Energy (DOE) Office of Science national laboratory, ORNL has an extraordinary 80-year history of solving the nation’s biggest problems. We have a dedicated and creative staff of over 6,000 people! Our vision for diversity, equity, inclusion, and accessibility (DEIA) is to cultivate an environment and practices that foster diversity in ideas and in the people across the organization, as well as to ensure ORNL is recognized as a workplace of choice. These elements are critical for enabling the execution of ORNL’s broader mission to accelerate scientific discoveries and their translation into energy, environment, and security solutions for 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: ORNLRecruiting@ornl.gov.

This position is located in Oak Ridge, Tennessee and requires onsite presence.  We offer a flexible work environment that supports both the organization and the employee.  A hybrid/onsite working arrangement may be available with this position, which provides flexibility to work periodically from your home, while reporting onsite to the Oak Ridge, Tennessee location on a weekly and regular basis.

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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.

If you have trouble applying for a position, please email ORNLRecruiting@ornl.gov.

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.