Documents and Records Specialist

New Jersey, United States
26 Jan 2021
End of advertisement period
26 Mar 2021
Contract Type
Full Time

Department   PPPL Perf Assurnc &Cntrct Mgmt
Category   Institutional Research and Planning
Full-Time / Part-Time   Full-Time


The Princeton Plasma Physics Laboratory is a world-class fusion energy research laboratory managed by Princeton University for the U.S. Department of Energy’s Office of Science. PPPL is dedicated to developing the scientific and technological knowledge base for fusion energy. The Laboratory advances the fields of fusion energy and plasma physics research to develop the scientific understanding and key innovations needed to realize fusion as an energy source for the world.

The Documents and Records Specialist will provide technical expertise and oversight to PPPL’s Documents and Records Management (RM) program. The Specialist will work with the Performance Assurance and Contract Management (PACM) department to deliver RM plans; implement RM program initiatives; and to provide support to the institution through documents and records review processes, website and database maintenance, and technical editing. The Specialist will produce reports for delivery to Department of Energy (DOE) program officials, and interface with records managers assigned at other DOE national laboratories. The successful candidate must be able to demonstrate experience managing institutional records and/or managing institutional documents through all stages of document life-cycles. The successful candidate must be a flexible, team player with excellent time management skills, communication skills, and experience managing simultaneous deadlines.

Primary responsibilities will include: drafting and/or tracking and archiving institutional documents and records; maintaining PPPL’s RM program as the institutional point of contact for DOE records programs; maintaining websites, repositories and dashboards; and supporting the PACM department and PPPL managers in the preparation, review, or editing of institutional documents.


  • Plays a key role in the implementation of PPPL’s Records Management Project Execution Plan (PEP).
  • Engages with PPPL managers to ensure up-to-date organizational inventories and file plans that provide the identification, location, and retrieval of records; manages databases and repositories for access to and accuracy of documentation and records.
  • Serves as PPPL’s records liaison as required per DOE Order 243.1 (most current version referenced in PPPL’s Prime Contract); serves as the PPPL point of contact on working groups, such as the National Laboratory Records Management Working Group.
  • Trains PPPL Records Coordinators as stewards of departmental documents and records according to DOE Directives and other applicable institutional requirements.
  • Analyzes document management system structures for realignment with PPPL’s Management Systems.
  • Writes and/or edits laboratory procedures, plans, policies, and other institutional documents to be consistent with laws, regulations, policies, and DOE RM program guidance.
  • Organizes and directs document reviews and tracks edits through the lifecycle of each document; records and tracks comments collected during review periods, and provides feedback directly to affected managers.
  • Maintains the Records Retention Schedule and coordinates annual approval of the Schedule with the National Archives and Records Administration (NARA); maintains and disposes of records in accordance with the DOE Records Disposition Schedules and General Records Schedules as required by DOE and NARA.
  • Interfaces with the Information Technology Department for the delivery of effective and efficient electronic document and records management systems and services.
  • Prepares and disseminates detailed reports and dashboard information.
  • Provides support to senior members of the PACM Department in the copy-editing and arrangement of documentation and reports.

Additional Duties:

  • As a member of the Performance Assurance and Contract Management team, serves as backup to other team members to assure continuity of key institutional functions for which other members have primary responsibility.


Education and Experience: 

  • Required:
    • Bachelor's degree from an accredited institution and a minimum of 5 years of experience managing institutional data, documents and records; writing procedures or institutional documents; and maintaining repositories and websites.
  • Experience with institutional reporting is preferred.
  • Experience providing document or records management support in a laboratory setting or for an academic institution is highly desired.

Knowledge, Skills and Abilities: 

  • Strong communication and time management skills are required.
  • The successful candidate must have strong writing and editing skills, and be familiar with document life-cycles and basic Records Management principles and best practices; have experience managing simultaneous deadlines; and have a demonstrated proficiency in core MS Office Suite applications, including Excel, Word, and PowerPoint and other routinely used business applications.
  • The incumbent will work in a fast-paced, deadline-driven environment and must be adaptable, creative, and motivated.
  • The incumbent must have flexible working styles, able to work independently or as a part of a team.

Physical Requirements: 

  • Work is largely administrative and may be required remotely.

Working Conditions: 

  • Ability and willingness to work extended hours to deliver critical project milestones.
  • Desk and computer work are required. Work will be at PPPL.
  • Remote work may be required on a periodic or as needed basis.

Princeton University is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law. EEO IS THE LAW

Please be aware that the Department of Energy (DOE) prohibits DOE employees and contractors from participation in certain foreign government talent recruitment programs. All PPPL employees are required to disclose any participation in a foreign government talent recruitment program and may be required to withdraw from such programs to remain employed under the DOE Contract.