Overview

This position is responsible for managing official NYBCe controlled documents including policies, standard operating procedures (SOPs), forms, work instructions and job aids. The incumbent ensures compliance with regulatory and accreditation requirements related to document creation, maintenance, and archiving, including identification, version control, ensuring availability, protection from alteration and retention.

Responsibilities

PRIMARY DUTIES

• Ensures compliance with regulatory and accreditation requirements related to document creation, maintenance, and archiving, including identification, version control, ensuring availability, protection from alteration and retention.
• Processes controlled documents through its entire lifecycle in the eQMS document management system.
• Coordinates and communicates with document owners and authors to ensure timely and successful processing of documents from creation to final approval.
• Maintains the official file of current, superseded, and terminated controlled documents.
• Ensures the most current approved revision of documents are available to staff and for training in the eQMS.
• Coordinates physical records archival activities, including off-site record maintenance.
• Reviews and formats documents as needed to meet corporate document and graphics standards.
• Converts forms to electronic fillable documents as requested.
• Manages electronic posting of documents.
• Performs maintenance and troubleshooting of eQMS system issues.
• Provides training and guidance to staff at all levels of the organization in use of the document management module of the eQMS software application.
• Facilitates activities to complete periodic review of controlled documents in compliance with regulatory and accreditation requirements.
• Provides controlled documents on demand for legal and regulatory inspection and audit purposes.
• Prepares analysis and reports as requested for regulatory compliance or management staff.

OTHER SECONDARY FUNCTIONS

• Performs data entry and other administrative duties as needed to support the QRA Department
• Works on special projects, individually and in a team, as required.
• Any related duties as assigned.

Knowledge:

• Working knowledge of current business productivity software applications.
• Document management and storage systems.
• Regulatory requirements for document management.

Skills:

• Highly proficient in use of Microsoft Office applications (Word, PowerPoint, Outlook, Excel) and Adobe Acrobat.
• Use of office equipment such as scanners, printers, and photocopiers.
• Proficient typing skills.
• Strong organizational and time management skills.
• Cultural competency and the ability to communicate effectively in a culturally sensitive manner with both individuals and groups from diverse backgrounds.
• Strong customer service skills
• High level of interpersonal skills to handle a variety of complex issues and situations.

Abilities:

• Attention to detail in all work processes.
• Work independently with minimal supervision.
• Ability to communicate effectively, both verbally and in writing.
• Ability to work with a team in a fast paced, ever-changing environment
• Maintain professional ethics.
• Ability to work in a team environment.
• Ability to maintain confidentiality.

Qualifications

Education:

• Associate degree in business office administration, business applications and technology, healthcare administration, data processing or related field.
• High school diploma or general education diploma (GED) will be considered with relevant experience.

Related Experience:

• Three years of experience in document or records management, word processing, administrative support, or related field.

Any combination of education, training and experience that has supplied the necessary knowledge, skills, and experience to perform the essential functions of the job.