• Facilities Compliance and Records Coordinator

    Requisition # 2019-10779
    Date Posted 2 months ago(8/23/2019 2:50 PM)
    Department
    PPPL Facilities
    Category
    Facilities Management and Physical Plant
    Full-Time / Part-Time
    Full-Time
  • Overview

    This position manages the document control, records management program for the Facilities and Site Services Department (F&SS) department. This individual serves as the subject matter expert for maintaining the department’s records management requirements and improves existing processes for effective and thorough records management within the department. The incumbent is responsible for tracking Procedures that apply to F&SS and working with systems engineers to update and create new Procedures. In addition, the Records Manager supports F&SS in complying with the Department of Energy’s (DOE) Federal Information Management System (FIMS) database for F&SS, requiring coordination with multiple groups within the department to meet strict deadlines and generate necessary support documentation. The Records Manager will act as the department’s Training Coordinator, working with HR to organize, track, and maintain F&SS’s personnel training records. The Records Manager will also assist department management with procedural documentation, contract management, and records retainment.

    Responsibilities

    1. Serves ​as a Records Coordinator for the F&SS department and maintaining matrices as controlled documents per PPPL Procedure GEN-023, ​Records Management.
      ​ As the dedicated department staff member, responsible for coordinating all records to be identified, inventoried, and maintained until disposition according to approved Record Schedules. 40%
    2. Serves as F&SS’ Training Coordinator: Works closely with PPPL’s Office of Human Resources for the purposes of maintaining the F&SS Department’s training requirements and coordinating organization-specific Learning Management System (LMS) functions, including collecting, tracking, maintaining, and updating training and qualification records. Assist the F&SS organization in training activities and coordinating participation in training events. Accurately enters department-specific training information into the LMS in a timely manner and/or generates department-specific reports in LMS. Provides staff with guidance on how to access the LMS, navigate the system, and complete training. Participates in monthly Training Coordinator Forum meetings. 20%
    3. Support F&SS staff with organizing any contractual tracking, documentation and compliance with Procurement requirements. Maintains contract files, tracks contract details, and supports department’s Technical Representatives with contract management often acting as a liaison with the Procurement department. 20%
    4. Supports departmental staff with activities relating to compliance activities which may include inventory management, developing source documentation for FIMS annual data validations, and other audits. 20%

     

    Financial Accountability 

    • Payroll and Other Operating Financial Responsibilities: Records Management

    Qualifications

    To perform this job successfully the Records Manager must be able to perform the essential duties satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

    1. High school diploma required. Associate’s or Bachelor’s Degree preferred.
    2. Must have strong multi-platform computer skills with the ability to effectively use various campus, department, and Department of Energy (DOE) software systems.
    3. Must demonstrate solid organizational and multitasking skills.
    4. Must demonstrate competence and be knowledgeable of policies/procedures (PPPL preferred) and federal regulations (DOE preferred).
    5. Must demonstrate good communication skills and interact in a positive manner with others to form strong professional working relationships.
    6. Confidence and demonstrated skills and ability to successfully interface with multiple levels of management and staff.
    7. Effective verbal and written communication skills.
    8. Demonstrated team building skills, including the ability to work effectively with peers, other organizations, project sponsors and stakeholders.
    9. Must pass a background check.

     

    Princeton University is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law. EEO IS THE LAW

    Salary Grade

    OFF, 08

    Standard Weekly Hours

    40.00

    Eligible for Overtime

    Yes

    Benefits Eligible

    Yes

    Essential Services Personnel (see policy for detail)

    No

    Physical Capacity Exam Required

    No

    Valid Driver's License Required

    No

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    Princeton University/Princeton Plasma Physics Laboratory is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law. EEO IS THE LAW

    Princeton University/Princeton Plasma Physics Laboratory job offers are contingent upon the candidate’s successful completion of a background check, reference checks, and pre-employment screening, as applicable. The type and extent of background check, reference checks, and pre-employment screening may vary depending on the requirements and/or functions of the job and the candidate’s current employment status with Princeton University/Princeton Plasma Physics Laboratory.

    Princeton University/Princeton Plasma Physics Laboratory is a residential community and an employer that operates continuously 24 hours a day. Essential services employees perform jobs that are necessary and required to maintain basic University operations during scheduled closures or unscheduled suspension of normal operations due to emergencies, events, or other situations. Essential services employees may be asked and/or required to perform jobs or duties that fall outside of their normal job classification during an emergency event. Learn more about our Essential Services policy.

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