Job Description:
The Reporting Manager is responsible for development and implementation of document control procedures as well as monitoring their appropriate implementation. Reporting Manager ensures the document control department efficiently processes and retrieves electronic and hard copy documents; supervises and ensures proper receipt, recording, distribution, file, and archive of electronic and hard copy documents; manages the daily activities of the document control staff. Ensures the staff is provided with the necessary equipment and training to properly perform their jobs. Monitors the functionality and accuracy of the applied document control system and coordinates any modifications. Maintains continuous communication with all Program members regarding document control issues.
SPECIFIC RESPONSIBILITIES
The Reporting Manager will:
Develop and/or revise document control procedures as required by the Program.
Ensure that activities in the document control processing adhere to document control procedures.
Monitor the use of the automated workflows and ensuring they are consistently operational / performing as designed
Manage the accuracy of data entered by the document control staff in applied document control system.
Manage the efficiency of applied document control system on a regular basis and coordinate with the administrator about issues or modifications.
Issue and distribute reports on the status of documents to ensure all outstanding issues have been addressed.
Manage the proper organization and maintenance of the Program Technical Library.
Communicate with all Program staff about any policy changes in the document control department.
Ensure that all requests for documents are addressed in an efficient and expedited manner.
Prepare document control reports or any type of document required by any Program department.
Ensure document distribution, both in hard copy and electronic copy, is carried out efficiently to meet the needs of the Program.
Manage and manage the activities of the document control associates. Communicate with the staff and ensure that the necessary equipment and training are provided.
Regularly liaise with project teams to establish and coordinate work to ensure requirements are efficiently met.
Assist in the preparation of specialized program reports / presentations for management.
Effectively and efficiently plan work commitments and priorities to accomplish the mission objectives as directed by the Head of Project Controls.
SKILLS/COMPETENCIES:
Must demonstrate the ability to drive excellence in field of expertise, focusing on improvement of processes, mentoring, training, and compliance. Must be capable of conducting focused briefings to all levels of management. Must also demonstrate the ability to effectively execute and manage complex tasks. This includes effective problem solving and exercising excellent judgment regarding timing and senior management involvement in significant issues.
EDUCATION/EXPERIENCE:
Bachelor's Degree in field of expertise (or equivalent) and typically 20+ years of related work experience, including significant supervisory/managerial experience, is required. Membership in a professional society related to field of expertise is also required.
This description has been designed to indicate the general nature and level of work performed by employees within this position. The actual duties, responsibilities, and qualifications may vary based on assignment and are not limited to those listed
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