Document Management Specialist

The University System of New Hampshire is an Equal Opportunity/Equal Access/Affirmative Action employer. The University System is committed to creating an environment that values and supports diversity and inclusiveness across our campus communities and encourages applications from qualified individuals who will help us achieve this mission. The University System prohibits discrimination on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, disability, genetic information, veteran status, or marital status.

• Provide administration, oversight, development and management of specific Meridian document management system (DMS) and database.
• Serve as the direct contact person for all system needs.
• Manage, administer and maintain independently SQL Server including database table querying and editing, database backup monitoring, automated procedures monitoring such as data integration and troubleshooting and other database related tasks.
• Provide Specific Meridian DMS software maintenance and administration including system updates and upgrades.
• Design and coordinate user web access, application configuration and adjustments as user access needs change.
• Develop, program and manage all internal software help solutions within SQL tables.
• Manage Meridian System Web application development, maintenance and administration including security & user access, targeted filtering, specialized viewing, monitoring automated procedures and troubleshooting, monitoring database synchronization between production database and web application.
• Manage and monitor data integration with other Facilities databases such as FAMIS and Project Portal.
• Audit the quality of metadata and run queries to manage updates within the metadata standards.
• Evaluate the functions of the document classifications and enhance the design of the Meridian program with changes to the SQL tables.
• Trouble shoot and resolve software issues related to Specific Meridian Document Management System applications.
• Provide Advanced Solutions for DMS and other related software and DMS network problems by analyzing issues and designing, writing and testing/debugging solutions for automating complex data processing tasks.
• Consult with Meridian software vendor and manage budget to insure that capabilities are maximized.
• Develop and leverage relationships with Meridian managers at peer institutions to increase knowledgebase for success and efficiency.
• Acquire information from regional and national organizations to develop an effective overall plan for document management that meets current trends.

• Manage the Meridian program client installations for all departmental document management.
• Train, support, and assist 25+ Meridian "PowerUsers" who utilize all features of the software on a daily basis. Develop and continue to implement preliminary training program as well as ongoing training session programs and strategies. Provide leadership and support to users to resolve any issues or questions they may have.
• Train, support, and assist 35+ Meridian Web users including both facilities personnel and non-facilities personnel such as EH&S, AAE, Housing, Telecom, Durham Fire Department and University Police to name a few. Evaluate interrelated departments to find solutions that will make processes more efficient and accurate.
• Manage Active Directory (AD) Groups and users for Specific Meridian Document Management System security and user access. Manage security access to base floor plans and design customized document views within the web application. Maintain user access on multiple platforms such desktop and windows tablets for both the Meridian desktop and web applications.
• Monitor and manage metadata consistency and accuracy associated with the input of over 40,000 documents per year. Monitor the record entry for project documents temporarily stored on Box cloud storage. Evaluate system use and provide individual reports and additional information to users to maintain appropriate use of the system and consistent metadata.
• Steer workflows and develop solutions related to facilities electronic document storage options and use that to maximize efficiency and records organization.
• Look for opportunities to leverage existing and future systems to create a more LEAN process and to increase information sharing and security on campus.
• Provide introduction, explanation, background, and overview of the UNH facilities document management strategy to new and current users.
• Create technical documentation for the Meridian Document Management System. Develop from the ground up both the administrative and user manuals for the software. Create and manage all user resources and provide access to printed and digital materials including but not limited to user quick guide sheets, user document management reference pamphlet, user resource materials.
• Provide reports to the director of project management for review of user input compliance for reference in employee reviews. Provide reports and system statistics to project sponsors and leadership. Contribute system information for balance scorecard reports.

• Track and monitor the migration of over 150,000 institutionally critical archive documents currently located in 3 various locations in paper form and 6 various locations digitally. Evaluate and audit project files to resolve a reported 400% redundancy in digital files. Confirm that existing records conform to legal and practical requirements for current business processes.
• Leverage outdated plan room database information for the migration, organization and indexing of the 150,000 historical building and site project archive documents including specifications, operations & maintenance manuals, drawings, images etc. into the Specific Meridian Document Management System.
• Understand other systems leveraged by Meridian and insure that all coordinated software is being utilized appropriately.
• Evaluate data and software as it relates to other departments within facilities and outside departments to insure continued success of the program as other departments make changes. Perform reviews of FAMIS and Project Portal data being consumed by the Meridian program to make sure it meets the requirements of all systems and perform updates as needed.
• Provide progress reports on the capture of Facilities documents in Meridian with breakdowns to monitor input progress.

• Develop and oversee document management strategy within the facilities department for current projects and past project records.
• Create and monitor protocols and procedures for knowledge management of the physical campus environment. Provide guidance, support and recommendations to the University Planning, Design and Construction Guidelines. Make adjustments, as required, to department needs and changes that occur in campus business processes. Evaluate resource requirements and strategies to coordinate project goals and communicate their needs and status to the department. Provide extensive specialized knowledge in the areas of Technical Construction document terminology, Finance, Contracts, Architecture, Utilities, Surveying, Drafting, Building Information Modeling, Equipment, Graphics to name few as they relate to document management and classification.

• Maintain the integrity of the Meridian Document Management System by monitoring user document input and Quality assurance/Quality control (QA/QC) of system documents.
• Review, monitor, and enforce document quality for adherence to the University Planning, Design and Construction Guidelines. Engage with the construction guidelines team to continue to develop requirements as technologies and systems are improved upon. Assist in creating a LEAN business process relating to how projects are documented and closed out.
• Make contact with contractors and consultants at the start of medium to large scale projects to introduce the UNH DMS standards at the very beginning of a project so that there is a clear unified document management strategy for the project. Review and manage file storage systems available for use on campus and with contractor provided outside project management software and cloud-based document storage options. Confirm that all legal obligations have been met.
• Represent document management requirements at preliminary and closeout project management meetings.
• Direct non-UNH project consultants and contractors and enforce standards requirements for project record documents. Confirm that all legal submission requirements are met based on both content and format and oversee the signing off of final requirements to approve final payment.

• Primary coordinator for UNH Campus Planning Student work study students. Coordinate work study position advertising through Wildcat careers and insure that all policies are upheld as well as interview, select, schedule, and manage qualified work study students. Manage student timesheets in FAMIS and approve hours for payment on a bi-weekly basis and confirm that allocated work study hours. Develop and coordinate training of students on specific Meridian PowerUser program as well as the IntelliPort module.
• Assign daily work study tasks and projects. Monitor student inputs into DMS and provide quality assurance and quality control workflows and procedures.
• Provide extensive review of student work and provide modifications and solutions where necessary. Identify and satisfy documentation needs of department and internship. Adhere to State of New Hampshire, Department of Labor laws related to paid and non-paid work-based activities under RSA 279:22-aa.