Document Management and Records Coordinator

Oak Ridge National Laboratory (ORNL) is the largest US Department of Energy science and energy laboratory, conducting basic and applied research to deliver transformative solutions to compelling problems in energy and security. The Plasma Enrichment Process Management Group is seeking a Document Management and Records Coordinator to serve as the Document Control Coordinator (DMC) and Records Management Officer (RMO) for the Plasma Enrichment Science Engineering Section within the Enrichment Science and Engineering Division (ESED).

ESED serves the nation in two critical areas: advancing enrichment technologies and exploring stable isotope production and applications. The division leverages an elite staff of scientists and engineers with the world-leading capabilities of ORNL to deliver groundbreaking advancements with applications ranging from national security to life-saving medical treatments.

Responsibilities

• Serve as the Document Management Coordinator (DMC) for supported organizations; participate in DMC forums and coordinate implementation of document control requirements.
• Act as the Records Management Officer (RMO) for applicable organizations; liaison between Records Management Services and organizational document/records owners to implement records requirements and resolve documentation issues.
• Coordinate the development, revision, and issuance of controlled documents with Document Owners, including formatting, technical editing, and publication workflows.
• Develop, maintain, and improve document/records processes and tools to achieve compliance and efficiency; lead small-to-medium improvement initiatives (e.g., workflow enhancements, repository cleanup, backlog reduction, digitization/metadata improvements).
• Establish and maintain process metrics; analyze trends and recommend corrective actions and continuous improvement opportunities.
• Manage the centralized document control center and provide support for satellite records repositories, including overseeing the conversion of facility hard-copy records to electronic and coordinating disposition of hard copies.
• Provide programmatic oversight of adherence to document control and records requirements, including coordinating self-assessments and supporting broader assessments.
• Identify, maintain, and disposition records in accordance with approved retention schedules; support maintenance of the section’s records retention and disposition schedule.
• Serve as the organizational contact for electronic recordkeeping, including guidance on capturing/declaring records, required metadata, and disposition readiness.
• Develop and deliver document management guidance, job aids, and training; coach staff and document owners on compliant practices and tool usage.
• Handle sensitive information, such as proprietary and export control documentation.
• Coordinate with IT/programmers to develop and improve document/records workflow automation, including requirements definition and user testing.
• Manage priorities in a high-volume and dynamic environment; maintain accuracy, responsiveness, flexibility, and effective stakeholder communication.
• Align behaviors with ORNL’s core values (Impact, Integrity, Teamwork, Safety, and Service) and foster a respectful, inclusive workplace.

Requirements

• BS degree in Business, English, Information Management, or related field and 5–7 years of relevant experience performing records management and document control in a regulated environment. An equivalent combination of education and experience may be considered.
• Demonstrated proficiency in technical editing, procedure writing, record control, and document control practices.
• Proficiency with Microsoft Office (Word, Excel) and Adobe Acrobat Professional.
• Ability to manage multiple priorities and deadlines with a high degree of accuracy.
• Ability to obtain and maintain a Q clearance, which requires US Citizenship.

Qualifications

• Certification or training in document management, procedure writing, and/or configuration management practices.
• Experience working under a Quality Assurance Program (NQA-1, ISO9001, AS9100, or similar).
• Experience administering SharePoint libraries for document control/records.
• Experience in research & development and/or testing environments.
• Working knowledge of Quality Assurance and product data management systems.
• Experience with the marking, handling, and storage requirements of non-classified sensitive documents or previous experience as a Derivative Classifier/Reviewing Official.
• Excellent written and oral communication skills.
• Motivated self-starter with the ability to work independently and collaboratively in teams across the laboratory.
• Ability to function well in a fast-paced research environment, set priorities, and adapt to changing needs.
• Active DOE Q security clearance or the ability to obtain one.

Special Requirements

• Visa sponsorship is not available for this position.
• This position requires access to technology subject to export control requirements; successful candidates must be qualified for such access without an export control license.
• This position requires the ability to obtain and maintain a clearance from the Department of Energy and is a Workplace Substance Abuse (WSAP) testing designated position, including pre-placement and ongoing random drug testing.

Benefits

• Prescription Drug Plan
• Dental Plan
• Vision Plan
• 401(k) Retirement Plan
• Contributory Pension Plan
• Life Insurance
• Disability Benefits
• Generous Vacation and Holidays
• Parental Leave
• Legal Insurance with Identity Theft Protection
• Employee Assistance Plan
• Flexible Spending Accounts
• Health Savings Accounts
• Wellness Programs
• Educational Assistance
• Relocation Assistance
• Employee Discounts
• On-site fitness, banking, and cafeteria facilities
• Flexible work hours

About ORNL

As a U.S. Department of Energy (DOE) Office of Science national laboratory, ORNL has an 80-year legacy of addressing the nation’s most pressing challenges. Our team consists of over 7,000 dedicated and innovative individuals. Our goal is to create an environment where diverse perspectives and backgrounds are valued, ensuring ORNL is a top choice for employment. These principles support our broader mission to drive scientific breakthroughs and translate them into solutions for energy, environmental, and security challenges.