POSITION SUMMARYThe Manager of Quality Systems is responsible for overseeing the governance, organization, and maintenance of the organization's policy and procedure content within a centralized document management system. This role ensures that policies, procedures, standards, and supporting documents are accurate, current, accessible, and compliant with organizational and regulatory requirements.
RESPONSIBILITIES- Own and administer the document management system that houses the documentation for all our organizational processes, including policies, procedures, standards, and supporting documentation
- Manage technical writers to ensure clear, accurate, and comprehensive documentation of processes and procedures
- Establish and enforce governance frameworks for content creation, review, approval, version control, and publication
- Manage content lifecycles, including drafting support, scheduled reviews, revisions, archiving, and retirement
- Ensure clear ownership, accountability, and approval workflows for all content
- Maintain metadata, taxonomy, and naming conventions to support searchability and usability
- Partner with shared service and operational teams to ensure content aligns with regulatory and internal requirements
- Monitor content accuracy and completeness; identify gaps and drive continuous improvement
- Ensure documentation is current and traceable
- Train content owners and users in all aspects of the document management system usage, including governance standards and best practices
- Manage system enhancements, upgrades, integrations, and user access controls
- Track metrics related to change requests, content usage, review cycles, and compliance
- Develop and utilize AI tools to enhance the efficiency of the document management system processes
- Analyze current processes and data to identify areas for improvement
- Develop and implement process improvement strategies
- Collaborate with stakeholders to gather input and feedback
- Monitor and evaluate the effectiveness of implemented changes
- Facilitate cross-department collaboration to enhance operational effectiveness and profitability
- Promote and assist problem-solving capabilities ensuring proper identification of root causes
- Prepare detailed reports and presentations for stakeholders
QUALIFICATIONS- Bachelor's degree in Information Management, Business Administration, Compliance, or related field (or equivalent experience)
- 2+ years of experience managing a document management system or policy governance platform
- Experience in managing people
- Strong understanding of policy and procedure development, document control, and information governance
- Proficient in Microsoft Word, Excel, PowerPoint, SharePoint
- Familiarity with regulatory, compliance, or quality management environments
- Excellent organizational skills and attention to detail
- Strong communication and stakeholder coordination abilities
- Strong leadership and management skills
- Excellent written and verbal communication
- Strong analytical, problem-solving, and risk assessment skills
- Knowledge of process improvement methodologies such as Lean, Six Sigma, etc.
- Experience in process mapping
- Proficient in LucidChart and Mural
- Proficient in using AI tools to search and generate content, and improve efficiency in processes
- Ability to manage multiple projects and priorities simultaneously
- Knowledge of ISO 9001 Standard
- Ability to travel 30-50%
