Apply at: https://www.jobsatosu.com/postings/59113

Detailed PD for DMS Coordinator (revised 2014):

Manages day-to-day operations of the Advancement Document Management office. Anticipates functional needs, identifies problems and recommends solutions using a wide range of analysis and solution strategies; assumes functional advisory role on technical projects and DMS system upgrades; manages testing and implementation of system projects. Develops, tests, implements, and maintains processes and procedures required to assure the efficient and accurate retrieval of information; maintains a policy and procedure manual; operates and maintains scanners, microfilm reader/printer and any equipment required for creation of, and retrieval from imaging and microfilm. Prepares, sorts, scans and indexes documents into the imaging system. Maintains information, validating and assuring its consistency and integrity so it is useful to members of Advancement. Retrieves information from incoming documents, the Document Management System (DMS), microfilm library and hard copy files. Validates and assures consistency through personal/phone contact with Advancement offices and staff of OSU. Reconciles and researches issues concerning background information of alumni and donors. Provides access to information, which is collected, imaged, or maintained on microfilm or in hard copy to those authorized. Understands various locations and storage media where information can be retrieved within Advancement so all resources are utilized fully and made accessible to requestors. Independently responds to information access requests from Advancement staff, Archives, various OSU Departments, alumni and other outside requests.

Essential Duties:
60%  Information Management. - Manages workflow and processes within Advancement Document Management office for receiving, prepping, scanning, indexing, processing revenue batches, and retrieval of documents. Manages testing and implementation of technical projects. Preps, scans and indexes incoming documents. Proofs and verifies accuracy of indexes. Operates imaging scanner, indexing software and microfilm reader printer. Maintains the DMS. Assists with development of procedures for record management, retention and destruction. Follows document retention and destruction schedules and procedures. Maintains contact with University Archives so appropriate materials are sent or retrieved. Maintains original insurance policy hard copy file. Pulls requests for review or surrender of policies. Ensures continued operations of DMS, microfilm and other office equipment. Troubleshoots equipment malfunctions and ensures availability of necessary materials to guarantee office's continued operations. Works with vendors to investigate new equipment, maintain and repair existing equipment, and manage off-site storage.

25% Customer Service/Problem Resolution. - Independently researches, resolves and conveys information to primary customers, answer customer requests through the CF email box, regular email, phone calls or in person. Researches and retrieves information from DMS, microfilm and hard copy files for Advancement, other departments within OSU or external audiences. Responds to phone inquiries from authorized individuals and provides information to them. Reviews and reconciles information discrepancies.
Facilitates problem resolution. Follows up with customers if there was a problem or a request is unclear to make sure they receive the information they request in a timely manner.

5% DMS End User Training - Individualizes training for end users on how to access documents from the DMS including how to access from the web. Also trains on how to upload documents using the Hyland Virtual Printer. Additionally, is responsible for cross training and documenting for Gift and Biographic processers on DMS and microfilm reader/printer processes, business rules, and daily, weekly, and monthly tasks to ensure an adequate deep bench within the department. Assists other staff members in utilization of imaging scanner, indexing software and copiers, microfilm reader printer, and indexing of scanned documents.

10% Miscellaneous - Sets and works toward the accomplishment of the individual goals and objectives for the position. Performs related administrative work. Assumes special projects as assigned by the Assistant Director, Associate Director or Director. Performs other duties the supervisor may choose to assign.

Qualifications:
Required:  two years document imaging, records management or other related work experience
Demonstrates accuracy and thoroughness
Attention to detail
Self-Starter with proficient organizational and time management skills
Discipline, problem solving ability, good judgment, and follow through
Strong communication skills
Ability to read, analyze and interpret documentation
Ability to respond appropriately and professionally to common inquiries or complaints
Maintain confidentiality of work related to information and materials
Adherence to policies, procedures, and quality controls in relation to electronic imaging
Comfortable working with computers, scanners, electronic storage systems and database
Ability to sit in front of a computer for extended periods of time
Occasional lifting of boxes up to 15 pounds
Subject to standing, walking, bending, and reaching


Desired: Associate's degree or educational equivalent
Strategic focus to improve and promote quality and monitors own work to ensure quality is met
Technical aptitude for testing and implementation
Experience using OnBase by Hyland Enterprise Content Management Software

[The Ohio State University]
Daniel W. Noonan, MLS, CDIA+ Assistant Professor, e-Records/Digital Resources Archivist
The Ohio State University Libraries University Archives
320B 18th Avenue Library | 175 West 18th Avenue Columbus, OH 43210
614.247.2425 Office
[log in to unmask]<mailto:[log in to unmask]> go.osu.edu/records<http://go.osu.edu/records>

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