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Hybrid Document Program Manager bei Northern BioLab

Northern BioLab · Muskegon, Vereinigte Staaten Von Amerika · Hybrid

Microsoft Office

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Role Summary

The Document Program Manager (DPM) heads the document control department, leads the team, develops procedures, and ensures compliance with document control processes. The Document Program Manager is engaged in the life cycle of documents within the Document Management System. They communicate revisions to the appropriate personnel. Controlled and non-controlled documents may include, but are not limited to procedures, policies, forms, and plans. The Document Program Manager assists in supporting periodic review and provides support to owners and authors as needed. In addition, they ensure compliant handling of controlled documents. The Document Manager is expected to lead and drive the use of the Document Management System, implementing efficiencies in processes and workflows, where needed. Leads and develops a team of employees, encompassing tasks like goal setting, performance feedback, conflict resolution, and fostering a positive work environment. They are responsible for the day-to-day management of their team, ensuring employee satisfaction and productivity. Essentially, they bridge the gap between individual contributors and the overall organizational goals. 

 

Role Responsibilities

  • Enhancing document management systems, governance and processes
  • Ensuring documents are properly classified, stored, and accessible.
  • Ensuring compliance with relevant regulations and standards.
  • Assist in the assessment, acquisition, or deployment of new electronic document management systems.
  • Leading and developing teams
  • Update knowledge about emerging industry or technology trends.
  • Retrieve electronic assets from repository for distribution to users, collecting and returning to repository, if necessary.
  • Monitoring and reviewing processes to detect or assess problems.
  • Maintain policies and procedures regarding controlled document internal and external review and storage.
  • Review controlled documents and forms for consistency and formatting.
  • Maintain templates, style guides, and definition libraries as applicable to controlled documents
  • Identify and recommend improvements to increase efficiency and effectiveness to the document management system and related procedures
  • Plan and conduct meetings, presentations, and trainings on document management best practices.
  • Track and manage the document life cycle workflows within the document management system.
  • Assist and train document authors and owners with writing effective SOPs (process mapping, GLP compliance, revision history etc.)
  • Maintain SOP roadmap for all SOPs within the DMS.
  • Maintain the schedule and initiate periodic review of controlled documents within DMS
  • Communicate release and obsoletion of controlled documents to key stakeholders
  • Conduct regular audits of documentation practices and implement improvements as necessary.
  • Maintain controlled copies for redundancy on the downtime computer to ensure compliance and business continuity.
  • Other duties as assigned

 

Role Requirements

  • Bachelor’s degree with 2-5 years of experience in a GLP-compliant laboratory preferred
  • Program Manager: Certified Records Manager, or other relevant designations, preferred
  • People Manager: Two to five years of experience leading, team building, employee development, conflict resolution
  • Proficient with Microsoft Office core applications and Document Control Software and the ability to learn and use additional applications
  • Work well with other teams across multiple sites
  • Strong communication skills
  • Adherence to established procedures
  • Self-motivated, driven to improve processes
  • Good time management skills
  • Organization, prioritization and attention to detail
  • Problem-Solving Skills
  • Strong understanding of version control, file naming conventions and document management lifecycle management
  • Experience with electronic signature solutions and workflow automation tools
  • Preferred – Experience configuring Master Control, SharePoint and SmartSheets
  • Performance management
  • Succession planning

 

Behavioral Expectations

  • Teamwork
  • Time Management and ability to manage multiple tasks simultaneously
  • Communication
  • Commitment to maintaining compliance with regulatory requirements
  • Employee development
  • Conflict resolution 

 

Special Requirements

  • Ability to spend the majority of the day sitting
  • Ability to lift and carry up to 20lbs
  • Ability to work extended hours beyond normal work schedule to include, but not limited to evenings, weekends, sometimes on short notice

 

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