Document Manager

LiveOnNY • New York, NY

6d • $105,000 - $115,000 • Onsite

About The Position

The Document Manager administers LiveOnNY’s controlled document management and recovery personnel credentialing functions. The role manages approved governance processes for controlled content and credentialing workflows, and administers the designated electronic document control system and related quality management systems. The position works across departments to maintain complete, accurate, current, confidential, and audit-ready records, and may return nonconforming submissions or withhold publication until required reviews and approvals are documented. The role does not assume substantive content responsibility, clinical credentialing approval authority, or final policy approval authority, which remain with designated owners and leaders.

The Document Manager administers credentialing intake, administrative review, verification workflows, approval routing, records, monitoring, emergency credentialing workflows, audits, and reporting. The role also oversees controlled document lifecycle administration, system administration, inventory and version control, regulatory library maintenance, retention coordination, change communications, occurrence workflows, investigation administration, confidential program administration, audit readiness, and performance metrics. The position supports continuous improvement, uses organizational documentation systems, maintains accurate records, protects confidential information, and escalates clinical, regulatory, or ethical concerns to appropriate leadership.

All work must comply with applicable federal and state laws and oversight requirements, including CMS, New York State, FDA, and OPTN requirements, as well as LiveOnNY policies, standard operating procedures, and work instructions. This is an exempt, full-time, corporate office-based role at LiveOnNY’s assigned Corporate Office. Residence within LiveOnNY’s Designated Service Area is required. Remote work is not standard and is prohibited unless the COO grants a prior written exception. The role may require travel within the Designated Service Area and, when required, outside it. The position requires full professional dedication and availability outside standard business hours as organizational needs dictate; outside employment or business activity requires advance written COO approval.

Requirements

• Bachelor’s degree in Business Administration, Healthcare Administration, Health Information Management, Quality Management, Public Administration, Information Management, Life Sciences, Nursing, or a related field.
• At least five years of progressively responsible experience in document control, records management, quality management, compliance, or regulatory affairs within a highly regulated industry.
• At least three years of supervisory or management experience.
• Experience administering an electronic document or quality management system and managing regulated workflows, approvals, deadlines, and confidential records in a healthcare, clinical, transplant, tissue, or organ procurement setting.
• Experience developing, implementing, and maintaining document management policies, procedures, and governance programs.
• Experience supporting regulatory inspections, accreditation surveys, or external audits.
• Demonstrated experience managing enterprise-wide document control systems.
• Strong written communication, proofreading, editing, organization, analytical, customer service, and follow-through skills.
• Ability to read, understand, and apply relevant written information; communicate clearly verbally and in writing; and respond appropriately to inquiries within the scope of assigned responsibilities.
• Ability to perform and apply calculations required for the position accurately.
• Ability to identify problems, evaluate relevant information, exercise sound judgment, and reach conclusions within the scope of the role.
• Ability to communicate and collaborate with a culturally diverse workforce and the communities LiveOnNY serves.
• Maintain residence within LiveOnNY’s Designated Service Area.
• Use LiveOnNY-issued equipment when performing work-related services or accessing LiveOnNY systems, data, or applications, and follow organizational information-security policies.
• Keep GPS location services active on LiveOnNY-issued, GPS-enabled mobile work devices during scheduled work hours and assigned duties.
• Maintain any applicable qualifications, licenses, certifications, competencies, and other requirements throughout employment and complete required education, training, competency assessments, and continuing education.
• As an exempt role, devote full professional time, attention, and best efforts to LiveOnNY and remain available outside standard business hours as organizational needs dictate; obtain advance written COO approval before undertaking outside employment, consulting, or business activity.

Nice To Haves

• Master’s degree in Healthcare Administration (MHA), Business Administration (MBA), Public Administration (MPA), Quality Management, or a related discipline.
• Seven years of progressive experience in document control, quality, compliance, records management, or credentialing administration, including program or project leadership.
• Healthcare regulatory experience in organ procurement, transplant, tissue banking, or hospitals, with electronic document-control, workflow, reporting, or credentialing systems.
• Experience in healthcare, organ procurement, transplantation, biotechnology, medical device, pharmaceutical, laboratory, or another regulated healthcare environment.

Responsibilities

• Administer initial credentialing, annual reviews, renewals, emergency credentialing, and other recovery personnel credentialing processes under approved policies and work instructions.
• Coordinate credentialing intake, obtain required records, review submissions for administrative completeness and consistency, perform or coordinate required verification and screening, and follow up on missing information.
• Assemble and route complete credentialing files to the Medical Director or designee, and record approvals, denials, limitations, or requests for further documentation.
• Maintain credentialing repositories, rosters, approval records, and supporting documentation; monitor review dates, renewals, expirations, and authorized status changes; and communicate approved decisions.
• Administer expedited, case-specific emergency credentialing workflows and document the Medical Director’s or designee’s decision before recovery activity begins.
• Audit credentialing files and rosters for completeness, timeliness, and traceability; report exceptions and overdue actions; and prepare evidence for audits, surveys, investigations, and regulatory reviews.
• Administer LiveOnNY’s approved controlled document and records management program for policies, procedures, work instructions, forms, templates, manuals, protocols, governance records, and other designated content.
• Implement and monitor approved document requirements for numbering, formatting, metadata, ownership, access, version control, effective dates, review cycles, and retention; return nonconforming submissions and withhold publication until required approvals are documented.
• Administer the designated electronic document control system, including license assignments, approved permissions and workflow configuration, templates, upgrades, troubleshooting, reporting, audit-trail support, and end-user training in coordination with IT and process owners.
• Coordinate drafting, formatting, review, approval, publication, acknowledgment, revision, retirement, and archival of controlled content; incorporate approved edits and check administrative accuracy and consistency.
• Maintain the official controlled document inventory, ownership, approval status, dates, and revision history; provide access to current approved versions, remove obsolete versions from use, preserve required history, and upload designated content to approved systems.
• Maintain and audit the approved library of applicable standards, regulations, laws, official industry guidance, and related documents; coordinate change-impact assessment with accountable leaders.
• Monitor review and retention requirements and coordinate secure disposition, preservation, and legal holds with Legal Counsel and accountable record owners.
• Coordinate communications for approved document changes and any required education, acknowledgment, or competency activities.
• Administer assigned occurrence and incident workflows in the designated quality management system, including access, routing, tracking, retrieval, training, supporting documentation, completeness review, and closure after required approval.
• Administer assigned occurrence and hospital-services education tracking, update Late Decline and Surgical Error forms, record root causes determined through approved processes, and prepare authorized reports or summaries.
• Coordinate assigned quality or operational meetings and maintain approved minutes; manage the Code of Conduct mailbox and tracking log; upload authorized credentialing documentation; and protect confidential and investigative information.
• Coordinate document retrieval and validate records for CMS surveys, OPTN or HRSA reviews, internal audits, investigations, and other authorized reviews.
• Monitor document, credentialing, occurrence, review-cycle, and audit measures; report results and gaps, recommend improvements, and track assigned corrective or preventive actions to completion.
• Coordinate or facilitate assigned document governance or credentialing workgroups and provide functional guidance, training, and administrative direction within approved requirements.
• Participate in continuous process improvement, QAPI reviews, case reviews, audits, and performance improvement initiatives as assigned.
• Use LiveOnNY electronic donor record systems, communication systems, applications, and documentation tools to manage workflows and enter data accurately and promptly.
• Maintain complete and accurate documentation of assigned activities and confidentiality consistent with LiveOnNY policies and standards.
• Perform assigned responsibilities in accordance with applicable CMS, OPTN, New York State AGA, FDA, and LiveOnNY requirements within the administrative scope of the role.
• Maintain professionalism and sound judgment in high-stress, time-sensitive environments and promptly escalate clinical, regulatory, or ethical concerns without making clinical determinations.
• Travel to other locations within LiveOnNY’s Designated Service Area when directed.
• Perform other duties as assigned.

Benefits

• 403(b) deferred annuity
• Medical, vision, and dental coverage
• Tuition reimbursement
• Paid time off
• Pet insurance
• Life insurance
• Short- and long-term disability insurance

What This Job Offers

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