Division Manager, Requirement and Records

Division Manager, Requirement and Records

US-NJ-Princeton

Job ID: 2023-16420
Type: Full-Time
# of Openings: 1
Category: Administrative Support

Princeton University

Overview

Are you interested in joining the world’s brightest talent in solving some of the world’s grandest scientific challenges of the 21st century? Princeton Plasma Physics Laboratory (PPPL) is doing just that! Whether it be through science, engineering, technology or professional services, every team member has an opportunity to make their mark on our world. PPPL aims to attract and support people with a rich variety of backgrounds, interests, experiences, and cultural viewpoints. We are committed to equity, diversity, and inclusion and believe that each member of our team contributes to our scientific mission in their own unique way. Come join us!

Reporting to the Head of Planning, Assurance and Contract Management (PACM), this position is responsible for managing and maintaining all requirements of the Prime Contract with the U.S. Department of Energy (DOE) for management and operation of the Princeton Plasma Physics Laboratory. This position also serves as the Steward for ensuring the currency and compliance of all institutional documents, including: publication and flow-down of Prime Contract deliverables, clauses, orders, and regulations to affected Department Heads, Management System Owners, and cognizant laboratory stakeholders; and the development and implementation of supporting processes and systems throughout PPPL, for the functions under their purview. This position also oversees the establishment, management, and maintenance of the PPPL Records Management Program. As a member of the PACM Management Team, the successful candidate is expected to partner with their horizontal peers, ensuring continuous improvement in both effectiveness and efficiency across the PACM organization.

Responsibilities

In many cases below, these are stewardship responsibilities, that is ensuring there is a process by which cognizant individuals are both aware of their responsibilities and provided with a methodology or process by which to fulfill those responsibilities.

As Manager of the Requirements and Records Division, this role supervises staff members supporting Prime Contract administration and implementing PPPL’s Records Management program among other responsibilities. The incumbent is expected to delegate and monitor the execution of some of these tasks, providing frequent direction, guidance and oversight; and supervise/manage those subordinates consistent with PPPL best practices. Specific content duties are mentioned below. In addition, as a PPPL manager, the successful candidate will be expected to manage a relatively small work team. That would include typical management responsibilities, including those of staff management, performance management (goal setting, monitoring, assessment), risk management, policy compliance, and team building and to conduct all supervisory/management responsibilities consistent with PPPL best practices.

Under the direction and approval of the PACM Department Head, the incumbent will ensure the following responsibilities are fulfilled:

1. Institutional Requirements
   • Contract Administration
     • Maintain the existing contract by analyzing existing contract clauses and proposed contract modifications to determine potential or known impacts to Laboratory growth and operations including coordination of subject-matter expert consultation.
     • Monitor and serve as PPPL representative to relevant information sources such as the Requirements Management Contractor Consortium (RMCC), Directives Board Review (DRB), RevCom (DOE system), Policy Flashes, and Acquisition Letters and notices of proposed actions to identify and anticipate changes to requirements.
     • Creates and maintains appropriate and productive relationships with the DOE Princeton Site Office (PSO), Princeton University Office of General Counsel (OGC), Princeton University Office of the Vice President (OVP); and Lab leadership; plans and leads meetings with those principals and other Subject Matter Experts, as appropriate, to discuss proposed revisions to contract sections, discuss impacts, propose alternative solutions/plans, implementation challenges, and assess compliance status in meeting DOE requirements while maintaining a focus on research missions.
     • Communicate new or changed contract deliverables or responsibilities from Prime Contract modifications to affected/responsible Management System Owners (MSOs).
     • Ensure development and execution of implementation plans, procedures, and milestones to assist MSOs in achieving compliance with new/changed requirements.
     • Process, publish, and archive revisions to Prime Contract associated with modifications.
     • Record and manage the inventory of Prime Contract requirements, deliverables, and assignments in close collaboration with the associated MSO.
     • Develop, administer, analyze, and improve the effectiveness and efficiency of requirements management processes and procedures.
     • Benchmarks systems and processes with contacts at other DOE laboratories to identify improvements.
     • Track deliverables and contract compliance.
     • Conduct assurance activities to determine compliance with contractual requirements.
     • Serves as project manager for development and deployment of tools (e.g., databases, workflow management) related to requirements and deliverables management processes.
   • Documentation Management
     • Develop and maintain a program to provide a systematic approach to develop and manage organizational and lab-wide procedures including change and version control of institutional documents, such as policies, procedures, plans, organizational charters, and standards, prioritized by need and risk.
     • Facilitate processes that drive the development of PPPL’s Management System Framework.
     • Manage development, improvement, and maintenance of repositories of current and archived institutional policies, procedures, plans, organizational charters, engineering standards, and ES&H directives.
     • Serves as project manager for development and deployment of tools (e.g., databases, workflow management) related to documents management processes.
     • Ensure integration of changed contract requirements within institutional documents.
     • Review corrective actions requiring changes in documentation for strategic alignment.
     • Communicate changes in documentation that affect operations to Laboratory staff
     • Write, rewrite, or edit documents to meet contractual or institutional requirements, or coordinate with and assist others to do so.
2. Records Management
   • Ensures PPPL’s records management program is compliant with DOE requirements such as DOE O 243.1 (current revision), Records Management.
   • Establishes and implements a records management program that promotes the lifecycle of Contractor and Federal records to include the creation, receipt, maintenance, use and disposition of records regardless of media.
   • Engages with PPPL managers to ensure up-to-date organizational inventories and file plans that provide for the identification, location, and retrieval of records; manages databases and repositories for access to and accuracy of documentation and records.
   • Serves as PPPL’s records liaison, Contractor Records Coordinator, and Alternate Essential Records Liaison.
   • Represent PPPL as the point of contact on working groups, such as the National Laboratory Records Management Working Group.
   • Trains PPPL Records Coordinators as stewards of departmental records according to DOE Directives and other applicable institutional requirements.
   • Participates in the analysis of documents to ensure alignment with PPPL’s Management Systems and file structures.
   • Updates laboratory procedures, plans, policies, and other institutional documents to be consistent with laws, regulations, policies, and DOE RM program guidance.
   • Maintains the Records Retention Schedule and coordinates annual approval of the Schedule with the National Archives and Records Administration (NARA); maintains and disposes of records in accordance with the DOE Records Disposition Schedules and General Records Schedules as required by DOE and NARA.
   • Interfaces with the Information Technology Department for the delivery of effective and efficient electronic document and records management systems and services that satisfy the requirements of DOE O 243.1 (current revision) to preserve and manage key information for each record.
   • Serves as project manager for development and deployment of tools (e.g., databases, workflow management) related to records management processes.
   • Prepares and disseminates detailed reports and status information related to records management processes, systems, and data.
   • Serves as Subject Matter Expert and Process Owner for organizational and lab-wide procedures associated with records management.
   • Direct records disposition actions, including archiving, retiring, or otherwise dispositioning records according to DOE schedules, following approval from MSOs and assigned records coordinators.
   • Under emergency conditions (and drills) serves as documentation and records manager for PPPL Emergency Operations Center.

Additional Duties:

• Conducts management assessments and monitors, analyzes, and reports on trends in assigned process areas. Identifies risks and opportunities and takes actions to continually improve the effectiveness and efficiency of these processes.
• As a member of the Planning, Assurance and Contract Management team, serves as backup to other team members to assure continuity of key institutional functions for which other members have primary responsibility.

Qualifications

Education and Experience:

• Bachelor’s degree from an accredited college/university (Master’s degree preferred).

• Seven-years of experience working within a higher education or government environment with the management of technical, informational, and highly visible documents.

Knowledge, Skills and Abilities:

Demonstrated knowledge and experience in the in the areas mentioned above, with emphasis on:

• Administration of Federal contracts, preferably Department of Energy FFRDC contracts.
• Managing requirements for a National Laboratory.
• Managing documents and records in a federal environment.
• Development, implementation, evaluating and improving the effectiveness and efficiency of these management processes.
• Expertise and experience managing and maintaining websites and processes.

• Must possess exceptional written and oral communication, relationship management, and planning skills.

• Must be self-motivated and self-directed with meticulous attention to detail.

• Demonstrated experience working across a multi-discipline scientific or technological institution.

• Demonstrated positive track record in building collaborative relationships.

• Proficiency in using Google applications (Google Docs; Google Sheets; Google forms).

• Proficiency in using Microsoft Word, SharePoint Excel, PowerPoint.

• Ability to prioritize and perform multiple tasks to completion.

• Candidate must be able to work independently and as a member of a team.

• Experience managing projects with deadlines to completion is required.
  
  

Physical Requirements:

• Ability and willingness to work extended hours to deliver critical projects and meet project milestones. Desk and computer work required.

Working Conditions:

• On-site or hybrid. Local to the lab is essential as an onsite presence will be required for this role.

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. KNOW YOUR RIGHTS

Please be aware that the Department of Energy (DOE) prohibits DOE employees and contractors from participation in certain foreign government talent recruitment programs. All PPPL employees are required to disclose any participation in a foreign government talent recruitment program and may be required to withdraw from such programs to remain employed under the DOE Contract.

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