Document Control Manager - Quality, Compliance, and Oversight

At the MBTA, we envision a thriving region enabled by a best-in-class transit system. Our mission is to serve the public by providing safe, reliable, and accessible transportation. MBTA’s core values are built around safety, service, equity, sustainability, culture, and accessibility, and each employee performs their roles based on our vision, mission, and values. This includes attendance, participation, and contribution in local safety committee meetings as needed.

About the Role

The Document Control Manager supports the MBTA's document control function by implementing, maintaining, and improving document control processes within assigned projects, departments, or functional areas. This role ensures compliance with established document control standards and procedures, manages project-specific document control activities, and supports continuous improvement across the Document Control workstream. The position works collaboratively with project teams, departmental stakeholders, and Document Control leadership to ensure high-quality, accurate, and well-maintained records.

Responsibilities

• Perform document and record control operations according to established policies, processes, and procedures to ensure compliance with regulatory and Authority requirements.
• Follow established permission protocols for the access, storage, backup, maintenance, reproduction, protection, and disposal of all documents.
• Lead the planning and delivery of assigned Document Control projects and deliverables, with responsibility for schedule, quality, risk, and overall performance.
• Monitor project progress, resolve issues and dependencies, and escalate risks that may affect successful delivery.
• Promote collaboration across assigned project teams, stakeholders, and functional departments in support of transparency and continuous improvement.
• Manage stakeholder expectations independently and communicate openly with appropriate stakeholders and Document Control leadership.
• Identify risks and roadblocks. Escalate issues or problems that arise with stakeholders, systems, processes, or procedures to designated Document Control leadership.
• Prepare correspondence, reports, charts, and presentations utilizing Microsoft Word, Excel, Project, and PowerPoint, or similar software as required.
• Critically think through, identify, troubleshoot, and resolve issues.
• Work both independently and collaboratively in support of the MBTA and the Quality, Compliance, and Oversight (QCO) Department to address complex tasks in a time-sensitive environment.
• Follow up on actions required for successful project completion, as required.
• Prioritize workloads, work effectively with a wide range of stakeholders, build consensus, communicate effectively (both written and verbally), and lead meetings as needed.
• Follow access and control procedures to comply with requirements for varying levels of security classifications specified by the governing authority.
• Perform auditing as needed to monitor systems to ensure document integrity, quality, and version control.
• Ensure that assigned documents go through a documented and approved review-and-approval process before implementation.
• Contribute to process improvements within the Document Control workstream by providing feedback on project-level practices.
• Uphold the rights and interests of the Authority while building and maintaining an effective relationship with employees.
• Assist in the management of a workforce by ensuring the fair and consistent application and strict adherence to the rules, regulations, collective bargaining agreements (if applicable), and policies of the Authority, including the EEO Anti-Discrimination and Anti-Harassment and Anti-Retaliation policies.
• Perform all other duties and projects that may be assigned. Additional responsibilities may include focus on one or more departments or locations.

Supervision

May directly supervise up to three (3) staff members.

Requirements

• Bachelor’s degree from an accredited institution in Business Administration, Engineering, Information Technology, Computer Science, or a related field.
• Five (5) years of professional experience in business administration, library management, document management, information technology, training management, or a related field.
• One (1) year of managerial, supervisory, and/or leadership experience.
• Experience with written reports, budgets, and time estimates for upper management and stakeholders.
• Familiarity with government or corporate records, metadata, and controlled vocabularies.
• Strong organizational, planning, time management, and interpersonal skills.
• Proficiency with Word, Excel, PowerPoint, and database applications.
• The ability to read, interpret, and make recommendations based upon technical documents and drawings including blueprints, maintenance manuals, specifications, and schematics.
• Experience working with archives and records management.
• Experience with the MA State Archives Records Conservation Board.
• Experience with OpenText Documentum and/or eBuilder software.
• The ability to work in an active railroad and maintenance environment and the physical constraints associated with the working environments.
• The ability to quickly learn new technologies, tools, and processes.
• The ability to effectively work with employees at all levels within the Authority, vendors, and individuals outside the agency.
• Excellent written and verbal communication skills.
• Excellent customer service and conflict resolution skills.
• The ability to provide internal and external customers with a courteous and professional experience.
• The ability to pay attention to details, use sound judgment, and prioritize work.

Substitutions

• A high school diploma or GED with an additional seven (7) years of directly related experience substitutes for the bachelor’s degree requirement.
• An associate’s degree from an accredited institution and an additional three (3) years of directly related experience substitutes for the bachelor’s degree requirement.
• A master’s degree in a related subject substitutes for two (2) years of general experience.
• A nationally recognized certification, or statewide/professional certification in a related field substitutes for one (1) year of experience.

Preferred Experience & Skills

• A Master’s degree from an accredited institution in a technical field related to Business Administration, Information Technology, Library Management, or a related field.

Job Conditions

• Ability to effectively read, comprehend, communicate, and respond to instructions, orders, signs, notices, inquiries, etc. in English.
• Be at least eighteen (18) years of age, except if participating in an approved high school internship/co-op program.
• Ability to commute to assigned work locations in the Boston, MA metro area, as required by the role.
• Ability to provide internal and external customers with courteous and professional experiences.
• Ability to work effectively, independently, and as part of a diverse workforce team (or supervise, if required).
• Ability to uphold the rights and interests of the MBTA while building and maintaining effective relationships with employees and co-workers.
• Ability to adhere to rules, regulations, collective bargaining agreements (if applicable), and policies of the MBTA, including the EEO, anti-discrimination, anti-harassment, and anti-retaliation policies.
• Have a satisfactory work record for the two (2) years immediately prior to the closing date of this posting (unless a current student or recent graduate), including overall employment, job performance, discipline, and safety records.
• Ability to pass a Criminal Offender Record Information (CORI) check, comprehensive background screening, and/or medical Clinic screening, potentially including physical examination and drug and alcohol screenings.
• Ability to work all shifts and/or locations assigned, directed, or necessary for this position, including (for some transit/operations roles) up to twenty-four (24) hours per day, seven (7) days per week as necessary to accommodate severe weather conditions, emergencies, or any other circumstances that may potentially impact service or the safety of service.
• Intern/co-op staff must be enrolled full or part-time in an accredited educational program and maintain a cumulative GPA of at least 2.5 for the entire duration of the internship/co-op. Additionally, interns/co-ops must have valid work authorization and a U.S. Social Security Number prior to starting pre-employment screenings/pre-boarding, working in their positions, and throughout the duration of their program.