Manage the IRM Division Document Control Program and Operations. Plan and schedule work, develop and execute budget and staffing plans. Collaborate with Lab resources (such as IS&T) and customers to implement the program and promote continuous improvement. Ensure staff is compliant with safety and security initiatives and trained in applicable areas. There are 60+ employees in the Document control group requiring oversight. Significant coordination is required with organizations across the Lab implementing processes and putting tools in place to establish, or improve, document control and records management.
Experience in a document control, engineering, procurement and construction environment. Demonstrated leadership skills in Document Control program development, management, and supervision of a large staff. Process analyst and procedure development skills required. Demonstrated abilities to develop project plans and schedules and utilizing an electronic Document Management System.
Summary
Provides leadership and supervision of professionals responsible for the design, development, implementation and maintenance of the Los Alamos National Laboratory Information Resource Management (IRM) program and for providing a wide array of information resource management services to a diverse Laboratory-wide customer base. Defines organizational goals and objectives, tracks and trends performance. Identifies opportunities for improvement through self-assessment, manage issues and corrective actions. Defines and measures employee performance objectives. Assures a safe, secure and compliant work environment. Supports equal employment opportunity and affirmative action expectations through implementation of Laboratory employment policies and procedures. Manages group finances and staffing. Participates as an active member of the Information Resource Management team. Interacts with customers, stakeholders and regulators on matters pertaining to training. Works with customers to identify and meet needs for training services and negotiate customer service agreements as necessary. Required skills, knowledge, abilities, experience and education may differ depending on the group's responsibilities.
Requires an in-depth knowledge of organizational objectives. Implements strategic policies when selecting methods, techniques, and evaluation criteria for obtaining results. Determines organizational objectives and interprets Laboratory policies. Establishes operational objectives and work plans, and delegates assignments to subordinate managers. Work is performed without appreciable direction. Completed work is reviewed, from a relatively long-term perspective, for desired results. Regularly interacts with senior management or executive levels that perform similar or related tasks. Requires the ability to change the thinking of, or gain acceptance from, others in sensitive situations, without damage to the relationship. Manages activities of a broad functional area through first level managers and exempt specialists.
Job Duties
- Provides a safe and secure environment for IRM group employees. Maintains required safety and security training, ensures safety and security compliance, and makes safety and security an integral part of every task, including taking the necessary steps to stop work if continuing the job is unsafe or compromises security;
- Manage the following functions: Records Management and Media Services, Document Control Services, Communication Arts and Services in accordance with division’s strategic direction goals and objectives;
- Ensures the implementation of good business practices that result in the delivery of quality work products and services both on time and within budget;
- Promotes quality through continuous improvement initiatives;
- Identifies and develops measures or indicators of performance and actions needed to improve or correct performance gaps.
- Promotes work environment that fosters development of high quality work products that meet industry standards and excellence;
- Ensures group compliance with all applicable Lab and DOE policies, procedures, and regulations;
- Actively contributes to resource management, fiscal management, operational and long -term planning and implementation, and Six Sigma initiatives for the division.
- Provides leadership to IRM staff and day-to-day supervision of work activities.
- Develops and manages customer service agreements.
- Provides counsel, advice, and assistance to management on matters dealing with government legislation, regulatory drivers, contractual requirements and Laboratory policy relating to IRM management programs.
- Provides guidance and interpretation of policies and programs concerning information resource management.
- Ensures proper communication to employees and other organizations on the implementation of IRM policies, procedures and practices.
- Defines and recommends organizational objectives, develops specific short-term and long-range plans and monitors progress to assure work objectives are attained and schedules are met.
- Directs preparation of concise studies on complex subjects for management; identifies problem areas, investigates alternative solutions, determines cost implications and recommends solutions.
- Provides input for budgets; reviews applicable segment of budgets in relation to technical training objectives to ensure cost effectiveness.
- Directs the administration of IRM employees including, forecasting staffing requirements, developing and executing action-oriented programs to address affirmative action placement goals, directing assignments, assuring training and development, monitoring performance and initiating personnel actions.
- Fosters a mutually respectful work environment that is free from discrimination and harassment.
Job Knowledge
- Comprehensive knowledge of and experience implementing Laboratory policies and procedures pertaining to information resource management.
- Comprehensive knowledge of regulatory drivers, contractual requirements and consensus standards pertaining to information resource management.
- Sound understanding of information resource management systems and related information data systems.
- Analytical and problem solving techniques and processes.
- Consulting and coaching techniques and processes.
- Knowledge of Laboratory objectives and other statements of policy/practice/procedures.
- Experience in budget management.
- Experience and demonstrated skill in conducting research, investigating alternative solutions and recommended solutions on problems affecting information resource management programs and administration.
- Demonstrated skill in leadership, management, supervision and human resources administration.
- Skill in the preparation and presentation of oral and written reports.
- Demonstrated skill in project management.
- Experience managing matrixed or deployed personnel.
- Experience networking and teaming with other divisions.
- Experience interacting with internal and external customers, responding to audits, assessments and verifications.
Education
- BA/BS or MA/MS (Desired) degree in an information resource management-related subject area or commensurate education and experience.
- Minimum of 8 years of related experience.
Direction
A. Supervision Received
- Receives functional and operational direction from the IRM Manager 5/6.
B. Supervision Exercised
- Provides functional and operational direction to assigned staff.
C. Contacts
- Contacts Laboratory personnel and management and members of regulatory and stakeholder organizations and other recipients of Laboratory information resource management services.
This description is not intended to be a complete statement of every aspect of the position, but rather to act as a guide to the essential functions to be performed. Assigned functions of this job may vary, and other duties and responsibilities may be assigned or changed at the discretion of management.
For specific questions about the status of this job, call (505)664-6947
