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PPD Document Controls Coordinator

Apply now Job no: 499559
College / VP Area: Facilities/Real Estate/Aux Svc
Work type: Staff
Location: Newark/Hybrid
Categories: Facilities Management, Full Time

PAY GRADE: 28N

CONTEXT OF THE JOB:

The Document Coordinator will report to the University Space Manager and receive guidance from the Director of PPD. This position will be responsible for ensuring the collection, storage, cataloging, and distribution of all project-related documentation in compliance with UD, state and federal policies and regulations. Hardcopy information will be scanned and placed in PP&D flat files. Information received from Capital Project close-outs (i.e., Specs, Studies, O&M) and other sources will be reviewed for completeness; sometimes requiring follow-up actions with Project Managers or Architects and Engineers. The position will work collaboratively with the Project Delivery Manager and Small Projects Group Manager. Items that may be typically expected by the Document Coordinator to facilitate, coordinate or manage are as follows:

RESPONSIBILITIES:

  • Interface with University community, outside consultants, contractors, and regulatory officials on a consistent basis.
  • Coordinate with all project stakeholders and staff on the provision, revision and storage of project documentation.
  •  Publish prints and help customers find documentation located on the computer network, in the Electronic Document Management System (EDMS) or in PP&D flat files.
  • Archivist will send out drawings for reproduction, create CDs/Flash Drives, and arrange pickup and delivery of files by University Stakeholders, Architects, Contractors and Engineers.
  • Develop training for PPD employees on records management procedures and policies including documentation, retention, storage, retrieval, destruction and disaster recovery.
  • Develop (in parallel with eBuilder systems as needed) and facilitate the document management repository system and ongoing maintenance for the organization of all building documentation in one location with UD standard naming conventions.
  • Coordinate with outside consultants to update master working documents in CAD on a project-by-project basis.
  • Provide, update, and maintain documents needed on a per project basis to internal project managers, project team members and external consultants.
  • Ensure document control activities such as document management, version control and distribution management are executed in a timely fashion and in accordance with contractual requirements.
  • Continually evaluate opportunities for improvement to increase efficiency while ensuring compliance to UD design standards and applicable regulatory requirements and standards
  • Responsible for managing PPD documents while also ensuring their accuracy, quality and integrity while adhering to record retention policies, safeguarding of information and working to retrieve data more effectively
  • Manage the process for collection, maintenance, and revisions for all project related. documents with specific attention to maintaining accurate building drawings.
  • Manage the revision process to UD working drawings/documents. Edits to be made by self or manage flow to outside consultant. Including but not limited to, AutoCAD, Excel, Word, and BIM/Revit.
  • Receive, approve, seek out, and provide drawing files on an as needed basis to multiple university departments as well as outside consultants working on projects. [M&O/shops/SEE/PPD project managers/EHS/outside consultants on projects/FREAS]
  • Collaborate with the Controls Manager on eBuilder maintenance and use as it relates to document control.
  • Recognize issues, advise, and confer with leadership and project teams on matters affecting project records, documents and deliverable products.
  • Manage and revise changes to UD working drawings/documents that are completed on site by UD Shops (UD internal projects).
  • Create and maintain master document log to track revisions to UD working drawings/documents.
  • Review and manage the UD standard of drawings on documents received from consultants (e.g. Sheet numbers, title block, building codes, WO#).
  • Support Space Manager on ArcGIS mapping and utility efforts, including some implementation and maintenance of database.
  • Work with UD IT to set up the best possible solution for public facing (UD sign in required) repository and website links.
  • Create and maintain accessible database as a document center repository.
  • Create and assign metadata (if it is determined to be needed) within repository database to all existing documents on Wood, on CD, and from the scanning effort.
  • Maintain approval and signature authority matrix.
  • Assist in conducting internal audits and inspections to ensure all project related documentation complies with UD, State, and federal policies and regulations.
  • Assist in the preparation/review of work procedures and standards documents.
  • Support project managers in collection/distribution of data, communications, and coordination of team deliverables.
  • Support the development an

QUALIFICATIONS:

  • High school diploma or GED, Bachelor’s degree preferred, and five years of experience in architecture, engineering, construction management or library science, or equivalent combination of education and experience.
  • Three years in document management, construction management, quality control or information technology.
  • High level of independent technical judgment to assess and make recommendations on behalf of the Director of PPD.
  • Organization skills, communication skills, and the ability to communicate effectively and interact well with all levels of personnel and with people of all ages and diverse background.
  • Skill in organizing resources and establishing priorities.
  • Ability to make administrative and procedural decisions and judgments on sensitive, confidential issues.
  • Detailed knowledge of digital archival best practices
  • Ability to coordinate and/or supervise independent contractors. Knowledge of contract documents and specifications.
  • Ability to read blueprints.
  • Excellent interpersonal skills and the ability to work credibly and effectively with senior leadership.
  • Working knowledge of Adobe, Bluebeam, and MS Office
  • Ability to work well individually as well as in a team environment
  • Understand best practices of filing in a digital environment.
  • Demonstrated understanding and consideration of the differing needs and concerns of individuals with varying identities, cultures, and backgrounds.
  • Committed to fostering a workplace culture of belonging, where diversity is celebrated, and equity is a core value.
    Preferred Qualifications:
  • Knowledge of AutoCAD software and a space management program (Archibus, Cadapult, etc.).
  • Knowledge/use of BIM and/or GIS software
  • Knowledge/use of SQL databases, relational databases
  • Knowledge and understanding of institutional space allocation principles and best practices, including an understanding of facilities space coding systems.

ENVIRONMENTAL FACTORS/OCCUPATIONAL EXPOSURES:

  • The physical environment requires the employee to work both inside and outside in heat/cold, wet/humid, and dry/arid conditions.

SPECIAL REQUIREMENTS

  • Individual must have a valid Driver's License and access to a private, reliable means of transportation to maneuver throughout the Newark, Wilmington, and Lewes Campuses and other U/D locations.

Notice of Non-Discrimination, Equal Opportunity and Affirmative Action
The University of Delaware does not discriminate against any person on the basis of race, color, national origin, sex, gender identity or expression, sexual orientation, genetic information, marital status, disability, religion, age, veteran status or any other characteristic protected by applicable law in its employment, educational programs and activities, admissions policies, and scholarship and loan programs as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statutes and University policies. The University of Delaware also prohibits unlawful harassment including sexual harassment and sexual violence.

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