The Supervisor is responsible for overseeing the creation, maintenance, and execution of processes involved with the storage and retrieval of all records related to the Food and Drug Administration (FDA), onsite Records Information Management (RIM) office. Scientific computing and federally mandated records keeping requirements have made it necessary for the FDA to move from a paper centric agency to a media neutral information-based organization. RIM will provide direct support to the FDA’s move to a broader information-based organization by supporting core functions related to the processing of records material that support scientific advancement, public health issues and the regulatory review process.
In order to create efficient and reliable filing systems, the Supervisor plans and coordinates the full-life cycle of recordkeeping projects related to their creation, maintenance and eventual destruction. These records include (but are not limited to) physical paper, electronic files, website content and database information.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Essential duties and responsibilities include the following. Other duties may be assigned.
Responsible for the integration of CNI Core Competencies into daily functions, including: commitment to integrity, knowledge / quality of work, supporting financial goals of the company, initiative / motivation, cooperation / relationships, problem analysis / discretion, accomplishing goals through organization, positive oral / written communication skills, leadership abilities, commitment to Affirmative Action, reliability / dependability, flexibility and ownership / accountability of actions taken.
Manages and coordinates all personnel in support of the contract requirements. Responsible for the daily operations onsite.
Assigns and communicates staff schedules. Coordinates job assignments, responsibilities and reporting relationships. Ensures staffing levels / skills are appropriate for the project scope and deliverables.
Creates and implements U.S. Record Retention and Data Management policies, procedures, and best practices.
Possesses knowledge of contemporary project management tools and has a command of the core principles of effective management.
Develops and maintains standard operating procedures (SOPs). Plans and schedules production and resources to ensure turnaround requirements in these areas are met.
Ability to effectively communicate with FDA user organizations and technical staff. Ability to serve as the project alternate to the Project Manager.
Exhibits understanding and ability to develop, maintain and supervise records management quality control processes.
Possesses general knowledge of life‐cycle records management including the use of file plans, records inventories and records retention schedules.
Manages the employees and workloads for document room activities including, but not limited to, scanning, document processing, quality control, data entry and paper/electronic file management.
Analyzes department record processes and makes suggestions on areas of improvement.
Configures and monitors all recordkeeping systems and recommends new technology/processes to enhance systems.
Provides records management training and awareness.
Communicates best practices to all staff and assists in one-on-one and group training.
Audits existing records practices for all active an inactive information systems as needed.
Monitors records program in all areas for compliance and quality assurance.
Develops and trains on the retrieval, reference, use, re-file and eventual authorized disposition for eligible inactive records.
Responsible for aiding in own self-development by being available and receptive to any training made available by the company.
Plans daily activities within the guidelines of company policy, job description and supervisor’s instruction in such a way as to maximize personal output.
Responsible for keeping own immediate work area in a neat and orderly condition to ensure safety of self and coworkers. Will report any unsafe conditions and/or practices to the appropriate supervisor and human resources. Will immediately correct any unsafe conditions to the best of own ability.
Bachelor’s degree and a minimum of four (4) years of progressively responsible managerial experience in an information and records management environment.
CERTIFICATES / LICENSES / REGISTRATION
JOB SPECIFIC KNOWLEDGE / SKILLS / ABILITIES
Knowledge of Information Management Systems relating to compliance, security, investigations, operational management, legal and privacy
Proficient in MS Office and Adobe Acrobat Pro
Technical knowledge in records management
Strong communication and organizational skills
Self-directed Team Leader encouraging process improvements
Excellent supervisory/management skills
Skilled in facilitating teamwork and coordinating efforts for the successful achievement of goals
Ability to manage multiple tasks simultaneously
Excellent verbal and written communication skills
Ability to make sound, well-informed and objective decisions, perceives the impact and implications of decisions
Ability to organize work and set priorities
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job. Work is primarily performed in an office environment. Regularly required to sit. Regularly required use hands to finger, handle, or feel, reach with hands and arms to handle objects and operate tools, computer, and/or controls. Must be able to talk and hear. Occasionally required to stand, walk and stoop, kneel, crouch, or crawl. Must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. May be required to lift, push or pull 50 pounds or more using cart or hand truck. Specific vision abilities required by this job include close vision, distance vision, depth perception, and ability to adjust focus. May work near moving or mechanical parts. May have exposure to chemicals, fumes, warehouse environment or adverse weather conditions. May be required to use safety and personal protective equipment.