Document Control Manager - Quality, Compliance, and Oversight

Massachusetts Bay Transportation Authority • Boston, MA

1d • Onsite

About The Position

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.

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 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.
• 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.

Nice To Haves

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

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), lead meetings as needed.
• Follow access and control procedures to comply with requirements for varying levels of security classifications specified by the governing authority.
• Performs 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. See applicable addendum for department or location specific functions.

Benefits

• Accrued paid sick leave
• Monthly transportation pass

What This Job Offers

• Job Type: Full-time
• Career Level: Manager