Document Control Administrator
University of Toronto
St. George (downtown Toronto), Canada
23h ago

About us :

University Planning, Design and Construction provides the University with support through two key services : Campus & Facilities Planning and Project Management, Design and Engineering and Project Development.

The team is responsible for campus master planning, space allocation, design & engineering services, costing, leasing, and all construction and renovation projects.

Your opportunity :

Under the general direction of the Administrative Manager, the incumbent is responsible for the accurate management and maintenance, control and security of project related documents for Project Management, University Planning, Design & Construction.

The incumbent’s primary role and responsibility is to take the steps necessary to facilitate the execution of project related contracts and to catalog and inventory Project Management’s organizational records, both in paper and digital formats.

As the Document Control Administrator, the incumbent will ensure that record retention policies are followed, documents are safeguarded and documents and data is easily retrievable.

It is essential that the incumbent ensure that as new laws, University policies and guidelines are initiated, that the Administrative Manager be kept abreast of how upcoming changes will impact the department’s Document Control File Plan and make changes as appropriate.

The Document Control Administrator will develop and maintain Word and Adobe templates,

prepares statistical reports / analysis on relevant activities, including contract execution timelines and

requests for documents.

Your responsibilities will include :

  • Verifying the accuracy and completeness of documents
  • Updating and maintaining database records
  • Providing detailed project information to relevant stakeholders
  • Providing orientation to others on work procedures and practices
  • Generating reports
  • Analyzing complex statistical reports and / or financial information for management decision-making
  • Ensuring that procedures and / or guidelines are followed
  • Qualifications

    Essential Qualifications :

  • Bachelor's Degree or acceptable combination of equivalent experience.
  • Minimum three years of relevant experience with records, information management and document control. Thorough knowledge of records management principles and procedures.
  • Demonstrated competence in developing, implementing and maintaining records and information systems. Experience implementing retention schedule as applied to all media, including electronic records.

  • Highly developed computer software skills using Excel, Access, Outlook, Word, PowerPoint.
  • Experience creating templates in MS Word and Adobe.
  • Familiarity with document imaging systems and / or scanning software required.
  • Assets (Nonessential) :

  • Experience working with legal and confidential documents and other critical records as assets.
  • Excellent time management, organizational, planning, decision making and collaboration skills are required.
  • Results and service-oriented attitude with special attention to responding in a timely fashion, with accuracy and attention to detail.
  • Strong interpersonal and communication skills, ability to use tact and sound judgement in all activities and be able to interact with various stakeholders.
  • Basic understanding of architectural / engineering, procurement, construction and commissioning documents.
  • To be successful in this role you will be :

  • Organized
  • Travel : NoneEmployee Group : United Steelworkers (USW)Appointment Type : Budget - Continuing

    Schedule

    Full-timePay Scale Group and Hiring Rate : USW Pay Band 10 $59,755 with an annual step progression to a maximum of $76,414.

    Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation / Pay Equity Maintenance Protocol.

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