Document Control Administrator

University Planning, Design and Construction provides the University with support through key services: Campus and Facilities Planning; Project Development; Design and Engineering; and Project Management. The team is responsible for campus master planning, space allocation, design and engineering services, costing, leasing, and all construction and renovation projects.

Your opportunity:

Under the general direction of the Administrative Manager, the incumbent is responsible for the accurate management and maintenance, control and security of project related documents for Project Management. Their primary role and responsibility is to take the steps necessary to facilitate the execution of construction related contracts and to catalog and inventory Project Management’s organizational records, both in paper and digital formats.

As the Document Control Administrator, the incumbent will ensure that record retention policies are followed, documents are safeguarded and documents and data is easily retrievable. The Document Control Administrator tracks milestones and timelines, and prepares reports and analysis on relevant activities, including contract execution and requests for documents.

Your responsibilities will include:
  • Executing assigned tasks according to production schedules and project plans as well as tracking milestones and timelines
  • Ensuring contracts and agreements are consistent with University standards and guidelines
  • Collecting documentation required to carry out review processes and obtaining approvals
  • Verifying the accuracy and completeness of project and legal documents
  • Developing information management methods in order to optimize the use of data collected on key department documents including contracts and close-out manuals and drawings
  • Generating reports on the data gathered related to the execution of contracts and other documents
  • Creating finding aids to ensure collection materials are accessible and support the maintenance of a file retention program
  • Advising on records management best practices and procedures, ensuring that procedures and guidelines are followed
:  Essential Qualifications:
  • Bachelor's Degree or acceptable combination of equivalent experience.
  • Minimum three years of relevant experience managing document execution. Demonstrated competence in developing, implementing and maintaining document management systems.
  • Experience with contracts from draft to review to execution and recording progress.
  • Experience generating reports from data using Excel and/or Access. Making recommendations to refine practices and procedures.
  • Experience implementing a file plan in a complex environment involving various documents and retention schedules.
  • Experience working with legal documents and other critical records.
  • Highly developed computer software skills using Excel and Access.
  • Experience creating templates in MS Word and Adobe.
  • Ability to gain cooperation from a variety of stakeholders to meet deadlines.
  • Excellent time management, organizational, planning and decision making skills.
  • Results and service oriented attitude with special attention to responding in a timely fashion, with accuracy and attention to detail.
  • Familiarity with construction contracts such as CCDC, OAA, technical or vendor service contracts.
  • Strong interpersonal and communication skills, ability to use tact and sound judgement in all activities and be able to interact with various stakeholders.
  • Knowledge of records management principles, practices and procedures.

Assets (Nonessential):
  • Basic understanding of architectural/engineering, procurement, and construction related documents and legal processes.

To be successful in this role you will be:
  • Accountable
  • Communicator
  • Diligent
  • Meticulous
  • Organized
  • Persuasive
  • Proactive
  • Resourceful

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