Document Control Specialist at Johns Hopkins Health System

The Document Control Specialist will support Architecture + Planning and the Design & Construction Project Management departments for Johns Hopkins Health System (JHHS) and the School of Medicine (SOM). Reporting to the FD&C Systems Manager, the individual focuses primarily on supporting the document management system. This system is used to record and manage all existing and future project related final documents, consisting of all the project history including, but not limited to, progress drawings, meeting minutes, final as-built drawings, operations & maintenance manuals (O&Ms - operations & maintenance manuals), warranties, among other important documentation.

The Document Control Specialist will oversee the management, organization, and delivery of existing JHHS and SOM and future project final documentation. He/she will also be responsible for implementing future documentation procedures. His/her role will include working collaboratively with department leadership, system core users, IT (Information Technology) teams, and vendors.

ESSENTIAL FUNCTION

General

• Serve as application manager for the Facilities Project Document Management System for JHHS and the SOM.
  • Organization, storage maintenance of up-to-date document records for all existing JHHS buildings and project related final documents, including, but not limited to document indexing, tags, classifications and meta data structure.
  • Manage document revisions and ensure that the latest versions are always available to project team members. Archive and maintain historical project documents as required by company policies.
  • Manage documentation for all JHHS entities (consisting of the East Baltimore campus, School of Medicine, Johns Hopkins Bayview Medical Center, Johns Hopkins Howard County Medical Center, Sibley Memorial Hospital, Suburban Hospital, and Johns Hopkins All Children’s Hospital. In addition, they will manage documentation for other smaller entities such as Johns Hopkins Green Spring Station and Johns Hopkins White Marsh).
  • Establishes policies and procedures regarding document storage, sharing, accessibility and destruction of paper copies of final documents as required.
  • Serve as the primary Document Management System point of contact for internal leadership, Facilities Design & Construction, Facilities Architecture & Planning, Facilities Engineering & Operations, and 3rd party vendors on all issues to the system and related tools.
  • Serve as point of contact for support and assistance to all JHHS end users of the Document Management System and related tools for retrieval of historic documentation.
  • Compile existing hard copy drawings and other historic project documentation that is not currently in the system for future electronic retrieval.
  • Development of document management plan/manual/procedures for the Document Management System.
  • Grow a deep understanding and relationship with the operations and users of the system to guide Document Management System growth, customization, and utilization for benefit of the organization.
  • Assist Capital Finance team, Procurement team, and Accounts Payable team with, but not limited to, project set up, project change orders, and project invoicing.

QUALIFICATIONS

Education:

• Bachelor's degree in a relevant field (construction management, engineering, or business) is preferred.

Knowledge, Skills, and Abilities:

• Proficiency in document management software and tools
• Strong attention to detail and organizational skills.

• Excellent communication and interpersonal skills.

• Knowledge of construction industry standards, regulations, and terminology.

• Ability to work effectively in a fast-paced, dynamic construction environment.

Required Licensure, Certification, On-going Training:

• Valid driver’s license required.

Work Experience:

• Minimum 2-4 years of experience in document control within the construction industry is highly desirable.

People Management:

Integrations:

• Collaborate with system administrator peers to achieve integration of the Document Management System with other information systems and authoritative data stores, including asset management.

System Development and Enhancements:

• Participate in and help drive Document Management System visioning for JHHS as system of record for all final construction documentation.
• Participate in the implementation of system, software, tools, and integrations to contribute or complement system goals.
• Maintain strong relationship with stakeholders, leadership, and vendors in order to inform and guide efforts for system improvements.