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Records Management Coordinator

2 months ago


Cambridge, Massachusetts, United States Copyright Clearance Center Full time
Job Overview

Position Title: Document Management Specialist

Objective:

The Document Management Specialist plays a crucial role in enhancing the efficiency of RAS Signature Processes and the related systems and tools, ensuring the proper management of essential documentation across the Crop Protection and Seeds sectors. This position is tasked with the conceptual indexing of proprietary registration documents and reports to improve information retrieval capabilities.

Core Responsibilities:

  • Identify and address process challenges and improvements in response to evolving circumstances.
  • Contribute to the development of documentation practices and modify procedures to guarantee organized, maintained, and accessible information while adhering to relevant regulations and company policies.

Essential Skills and Qualifications:

  • A Bachelor's degree is mandatory.
  • Ability to apply knowledge to new chemical formulations and technologies as reported by the organization.
  • Familiarity with chemical nomenclature is vital.
  • Prior experience with document management systems is preferred.
  • Experience in indexing, taxonomy, and metadata is advantageous.
  • Understanding of regulatory requirements for Crop Protection and Seeds products is essential.
  • Exceptional communication, organizational, time management, and problem-solving abilities.
  • Capability to collaborate effectively with all levels of global staff.
  • Proficient in systematically summarizing content and metadata for critical registration documents intended for database inclusion.
  • Awareness of the protection of company intellectual property.
  • Ability to work independently and efficiently in a fast-paced, multitasking environment.
  • Adaptability to change and quick learning of complex processes and systems.
  • Proficiency in MS Office, Adobe, and SharePoint applications.
  • Quick learner of new processes.

Collaboration:

Work closely with Regulatory and Stewardship teams to provide document management services and ensure user-friendly access to Document Management tools.

Key Duties:

  • Engage in the implementation, ongoing development, and maintenance of document and record management processes for capturing vital global regulatory product registration records.
  1. Provide conceptual indexing of proprietary reports through analysis, identifying key concepts, standard vocabulary, and chemical substance identifiers.
  2. Clarify and fulfill incoming indexing requests to ensure data integrity by identifying and correcting errors.
  3. Support the distillation of indexing knowledge and best practices for integration into indexing guidelines and operational procedures.
  4. Facilitate cross-functional interactions with global registration teams, Platform Management, Global Registration Managers, Legal, and Regulatory Science.
  5. Maintain confidentiality and handle sensitive information according to company protocols.
  6. Assist in testing the document management system following upgrades, enhancements, security updates, and server migrations.
  7. Help in adding metadata values to the document management system's administrative tables.
  8. Support account creation for new users.
  9. Monitor the team’s functional mailbox.