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Documentation Specialist full_time

NSF’s NOIRLab, or National Optical-Infrared Astronomy Research Laboratory, unifies all NSF nighttime optical/infrared astronomy facilities under a single operating organization. NOIRLab brings together the Gemini Observatory, the operations of the Vera C. Rubin Observatory, the Kitt Peak National Observatory, the Cerro Tololo Inter-American Observatory, and the Community Science and Data Center. The mission of NOIRLab is to enable and share breakthrough discoveries in astronomy and astrophysics with state-of-the-art ground-based observatories, data products, and services for a diverse and inclusive community. NOIRLab is a growing matrixed organization with over 500 staff from diverse backgrounds and nationalities from across the world. NOIRLab is primarily funded by the U.S. National Science Foundation, as well as the Department of Energy and NASA.

NOIRLab Documentation Management Group has an opening for a Documentation Specialist to support day-to-day documentation and records management activities.

Documentation Management (DM) is a NOIRLab Management Support Services (MSS) service. DM addresses configuration management processes and the life cycle of NOIRLab management system documents (e.g., processes, procedures, instructions, guidelines, and any management systems documentation applicable NOIRLab-wide).

The candidate will report to the NOIRLab Documentation Manager (DM) within the NOIRLab Management Support Services (MSS).

Essential Functions:

  • Manage the document approval cycle for new and updated documents.
  • Allocation of identification numbers for NOIRLab management systems documentation and implementation of related Document Change Requests (DCRs).
  • Editing and formatting NOIRlab Integrated management systems documentation using Google WorkSpace and MS Office.
  • Proofread and cross-check documentation before review.
  • Internal publication and distribution of documents after the formal authorization.
  • Administration and maintenance of all documents on the NOIRLab Documentation management repository and the DM Intranet web page.
  • Support documentation inventories, reviews and audit activities as needed.
  • Data entry, sorting and organization, including metadata information, from source documents and filing documents into the NOIRLab repository.
  • Review data for deficiencies or errors.
  • Generation and maintenance of documentation tracking lists.
  • Support Documentation related training sessions.
  • Support enhancements of the document management system and continuous improvement activities.
  • Support all document management-related tasks and related administrative support.
  • Support translations of documents [English-Spanish/Spanish-English].

    Required Education/Experience/Skills/Abilities:

    • At least three years of experience in project and or work with documentation management, records management, and archives or a Bachelor’s degree
    • General interest in and understanding documentation management standards [ ISO 9001, ISO 27001], etc.
    • Proficiency in Google WorkSpace and MS Office packages, including PowerPoint and Excel.
    • Knowledge of website development in Drupal and Python is a plus
    • Highly proficient in modern planning control tools, office automation software, and databases.
    • Excellent planning and organization skills and attention to detail.
    • Good communication skills.
    • Ability to work autonomously and as part of a team within the boundaries of assigned tasks and a stringent schedule.
    • Initiative and motivation to perform to high standards in a demanding environment.
    • Ability to establish and maintain effective working relationships.
    • The candidate shall demonstrate excellent communication skills, have a customer focus, and be a strong team player.
    • Proficient in the English language, both spoken and written
    • Spanish advanced knowledge or proficiency is an advantage. 

    Other Requirements and Physical Demands:  

    • All AURA employees are responsible for the proper management and control of all AURA property within their work area, whether assigned to them or someone else. This responsibility includes reporting any known missing, stolen, or non-working property in their work area to their supervisor or the AURA Property Officer.
    • Responsible for ensuring compliance with government award terms and conditions assigned to this position or subordinates of this position as defined in the Vela Award Management system, https://cas.aura-astronomy.org/Awards.
    • Physical Requirements: The physical requirements 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.

    How to Apply:

    The position will remain open until it is filled while all applications received by January 28, 2024 will receive full consideration. To be considered in the first round of reviews, please submit your application in English by Month Day, Year 

    • Please submit a cover letter and a CV or resume in English, PDF files preferred. Please name any attachments with the following format: Lastname Docname. 
    • Application documents that are not uploaded as part of the application may be sent to employment@aura-astronomy.org. 
    • Please enter 3 professional references in your application (references will only be contacted later in the recruitment process). 

    At NOIRLab we are committed to diversity and inclusion; our managing organization, AURA, as a leader in the astronomical community, develops and supports programs that advance our organizational commitment to diversity, broaden participation, and encourage the advancement of diversity throughout the astronomical scientific workforce. Learn more at http://www.aura-astronomy.org/diversity.asp

    AURA offers an excellent benefits package, competitive salary commensurate with experience, and a very attractive work environment. 

    The Association of Universities for Research in Astronomy (AURA) is a consortium of over 40 US institutions and three international affiliates that operates world-class astronomical observatories. AURA’s role is to establish, nurture, and promote public observatories and facilities that advance innovative astronomical research. AURA is responsible for managing the operations of the NSF’s NOIRLab, the National Solar Observatory, and the construction of the Vera C. Rubin Observatory and the Daniel K. Inouye Solar Telescope under cooperative agreements with the National Science Foundation and operations of the Space Telescope Science Institute under contracts with NASA. Veterans, disabled individuals or wounded warriors needing assistance with the employment process should request assistance at employment@aura-astronomy.org  

    As a recipient of U.S. Government funding, AURA is considered a government contractor and is subject to Equal Employment Opportunity and Affirmative Action regulations. As an Equal Opportunity and Affirmative Action Employer, AURA does not discriminate based on race, sex, color, age, religion, national origin, sexual orientation, gender identity/gender identity expression, lawful political affiliations, veteran status, disability, and/or any other legally protected status under applicable federal, state, and local equal opportunity laws. The statements below as well as the requests for self-identification are required pursuant to these regulations. We encourage your participation in meeting these federal reporting requirements which are included for protection and to assist us in our recordkeeping and reporting. Your responses are kept strictly confidential.

     

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