Document Controls Analyst
2 weeks ago
UCSD Layoff from Career Appointment : Apply by 05/09/2024 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants : Apply by 05/21/2024. Eligible Special Selection clients should contact their Disability Counselor for assistance.
DESCRIPTIONThe Document Control Analyst, reporting to Facilities Planning, Facilities Division, plays a pivotal role in the maintenance and organization of project documentation in accordance with established document control practices. The Document Control Analyst is responsible for the integrity of project documentation, working closely with cross-functional teams and groups of stakeholders to ensure control processes and systems are compliant with organizational policies and standards.
Key Responsibilities:
- Assists in policy and program planning, development, administration, management and implementation; interprets, monitors and analyzes information regarding policies and procedures and provides consultative services to department administrators and other stakeholders.
- Builds and maintains the project directory structure and ensures that team members are using the correct document templates and formats.
- Supports the Facilities Planning Team members throughout the project life cycle.
- Initiates and leads the quality assurance/quality control (QA/QC) process for project documentation.
- Works to build and improve project delivery process and document templates and formats.
- Supports internal and external teams, such as Environmental Health & Safety, Infection Prevention and Clinical Epidemiology , Facilities Engineering, Construction Projects Department, and others, to ensure smooth project delivery and execution and compliance with all University of California Office of the President (UCOP) policies.
- Establishes turnover checklists and monitors status of project deliverables to ensure timely receipt.
- Organizes and schedules meetings, as needed, as well as assists in the development of project communications and presentations.
- Assists with the timely development and deployment of regular project communications.
- Uses skills as a seasoned, experienced professional with a full understanding of analytical practices, policies and procedures; researches, analyzes and develops solutions to a wide range of issues.
- Demonstrates good judgment in selecting methods and techniques for obtaining solutions. Primarily deals with policies, programs and proposals which are complex in nature and diverse in scope.
- Develops new programs, policies or procedures for possible implementation.
- Conducts regular audits to ensure compliance with document control requirements and to identify opportunities for process improvement.
- Seven (7) years of related experience, education/training, OR a Bachelor's degree in related area plus there (3) years of related experience/training.
- Advanced skills with Microsoft applications which may include Outlook, Word, Excel, PowerPoint or Access and other web-based applications. May produce complex documents, perform analysis and maintain databases.
- Ability to use discretion and maintain all confidentiality.
- Analytical / problem-solving skills.
- Strong skills in analyzing, researching and synthesizing large amounts of data for preparing sound and relevant proposals / analyses.
- Ability to make decisions that are guided by general instructions and practices requiring some interpretation. May make recommendations for solving problems of moderate complexity and importance.
- Ability to address problems that are varied, requiring analysis or interpretation of the situation using direct observation, knowledge and skills based on general precedents.
- Ability to follow precedents and procedures. May set priorities and organize work within general guidelines. Seeks assistance when confronted with difficult and/or unpredictable situations. Work progress is monitored by supervisor/manager.
- Ability to comprehend and communicate complex verbal information in English to medical center staff, patients, families and external customers.
- Ability to demonstrate in-depth knowledge of concepts, practices and policies with the ability to use them in complex varied situations.
- Ability to lead collaborative teams for larger projects or groups both internal and external to the Medical Center and across functional areas. Results have implications for the management and operations of multiple areas of the organization.
- Ability to provide a high level of customer service and staff training to meet customer service standards and expectations for the assigned unit(s
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