Senior Knowledge Management Administrator

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POSITION PURPOSE - The Senior Knowledge Management Administrator owns the administration, governance, maintenance, and continuous improvement of the organization’s knowledge base and intranet. This position ensures employees have reliable access to accurate, current, accessible, and relevant organizational information.

Serving as the primary functional owner of the organization’s digital knowledge environment, the Senior Knowledge Management Administrator establishes content standards, information architecture, governance processes, and platform practices. The position makes routine platform, content-governance, and prioritization decisions within established technology, security, compliance, and budget parameters.

This role works across departments to improve information access, employee communication, operational efficiency, organizational learning, and knowledge sharing. Although the position does not directly supervise employees, it provides functional direction to content owners, departmental publishers, subject matter experts, and governance participants.

ESSENTIAL JOB FUNCTIONS

Knowledge Management and Platform Ownership

·        Lead the implementation, configuration, administration, maintenance, and continuous improvement of the organization’s knowledge base platform.

·        Serve as the primary functional owner and subject matter expert for the knowledge base and intranet.

·        Establish and maintain information architecture, content taxonomy, metadata standards, naming conventions, navigation structures, and search-optimization practices.

·        Develop workflows that support efficient knowledge capture, review, approval, publication, distribution, and retention.

·        Make routine decisions regarding platform configuration, site structure, taxonomy, metadata, workflows, permissions, and content organization within established standards.

·        Manage user permissions, access controls, and security settings in coordination with Information Technology and other control functions.

·        Maintain platform documentation, administrative procedures, and business-continuity information.

·        Coordinate platform updates, upgrades, testing, feature releases, and implementation of approved functionality.

·        Troubleshoot platform and user issues and coordinate with Information Technology, vendors, and other partners to resolve technical problems.

·        Evaluate platform capabilities and recommend enhancements, integrations, and technology investments.

Content Strategy and Governance

·        Establish and maintain standards, templates, style guidelines, and best practices for organizational knowledge and intranet content.

·        Define governance processes for content creation, review, approval, publication, maintenance, retention, archiving, and removal.

·        Monitor content quality and require appropriate corrections when information is outdated, duplicative, inaccessible, inaccurate, or inconsistent with established standards.

·        Coordinate regular content audits and clean-up activities with departmental content owners.

·        Establish content-review schedules and monitor departmental compliance with review requirements.

·        Facilitate governance committees or working groups as needed.

·        Partner with subject matter experts to capture institutional knowledge, document business processes, and reduce the risk of knowledge loss.

·        Provide functional direction to content owners and departmental publishers regarding content standards, publishing practices, and governance requirements.

·        Escalate significant privacy, security, compliance, legal, records-retention, or reputational concerns to the appropriate leader or control function.

Intranet Administration and Employee Communication

·        Lead the ongoing design, maintenance, and enhancement of the organization’s intranet in consultation with the Vice President of Employee Engagement.

·        Coordinate the publication of organizational news, resources, policies, procedures, announcements, and employee self-service information.

·        Maintain an intranet experience that is current, accessible, engaging, informative, searchable, and aligned with employee needs.

·        Partner with leaders, department representatives, and subject matter experts to identify important organizational information and determine the most effective way to present it.

·        Establish publishing requirements and content standards for department-managed intranet pages.

·        Review proposed content and structural changes for consistency with information architecture, accessibility, usability, and governance standards.

·        Balance departmental communication needs with the consistency and usability of the overall employee experience.

Adoption, Training, and Employee Experience

·        Develop and implement strategies that promote adoption and effective use of the knowledge base and intranet.

·        Train content owners, departmental publishers, subject matter experts, and other users on content standards, governance requirements, and publishing procedures.

·        Develop and maintain training materials, user guides, job aids, and educational resources.

·        Gather employee feedback through surveys, interviews, usability reviews, analytics, and other appropriate methods.

·        Identify barriers to information access and recommend solutions that improve the employee experience.

·        Support employee onboarding by ensuring new employees can easily locate essential organizational information and resources.

·        Promote a culture of knowledge sharing, documentation, collaboration, and continuous learning.

·        Facilitate cross-functional discussions and guide stakeholders toward decisions that support consistent enterprise practices.

Analytics and Continuous Improvement

·        Monitor platform performance, usage metrics, search analytics, user behavior, content quality, and employee engagement data.

·        Establish measures for platform adoption, content effectiveness, search success, information quality, and user experience.

·        Analyze search terms, unsuccessful searches, content gaps, and usage patterns to identify improvement opportunities.

·        Prepare reports, findings, and recommendations for the Vice President of Employee Engagement and organizational leadership.

·        Prioritize routine enhancements and continuous-improvement work based on organizational needs, employee feedback, risk, and available resources.

·        Implement approved enhancements, features, workflows, and integrations.

·        Monitor relevant knowledge-management, digital workplace, employee communication, and collaboration practices.

·        Evaluate the effectiveness of completed improvements and adjust practices as needed.

Responsible Use of Artificial Intelligence

·        Use approved artificial intelligence tools to support content drafting, summarization, categorization, metadata generation, recommendations, search, and knowledge discovery.

·        Establish practical guidelines for the responsible use of artificial intelligence in knowledge-management and intranet processes.

·        Review and validate AI-generated content for accuracy, accessibility, relevance, appropriate tone, and compliance with organizational requirements before publication.

·        Educate content owners on approved uses, limitations, and review expectations associated with AI-supported content.

·        Partner with appropriate stakeholders to address privacy, security, intellectual-property, records-management, and accuracy considerations.

·        Monitor emerging AI capabilities and recommend appropriate applications that improve knowledge access or employee experience.

MINIMUM QUALIFICATIONS

Minimum Qualifications - An equivalent combination of relevant education, training, and experience may be considered.

·        Three years of experience administering or supporting a knowledge-management system, intranet, content-management system, enterprise collaboration platform, or comparable technology.

·        Demonstrated experience with content governance, information architecture, taxonomy, metadata, search optimization, permissions, or content lifecycle management.

·        Experience leading cross-functional projects, programs, or process improvements.

·        Experience translating organizational and employee needs into platform, content, or process requirements.

·        Strong written and verbal communication skills, including the ability to organize, simplify, and present complex information for varied audiences.

·        Demonstrated analytical, organizational, facilitation, and problem-solving skills.

·        Ability to provide functional leadership and build productive working relationships across organizational levels.

·        Ability to prioritize concurrent assignments, respond to changing business needs, and meet established deadlines.

·        Proficiency with enterprise productivity, communication, and collaboration tools.