Document Control Administrator

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Our Project Management office is currently recruiting for a Document Control Administrator to develop, implement and maintain records and information systems for our Project Management team who manages and oversees all major construction and renovation projects for all three campuses at the University of Toronto. This newly created position is an excellent opportunity for an individual with records, information management and document control experience, and who has a thorough knowledge of records management principles and procedures. If you have demonstrated competence in these areas, this is the job for you!

What you’ll do:

The successful incumbent will be responsible for the accurate management and maintenance, control and security of project related documents for Project Management, University, Planning, Design & Construction. The incumbent’s primary role and responsibility is to take the steps necessary to facilitate the execution of project related contracts and to catalogue and inventory Project Management’s organizational records, both in paper and digital formats.

As the Document Control Administrator, the incumbent will ensure that record retention policies are followed, documents are safeguarded and documents and data is easily retrievable. It is essential that the incumbent ensure that as new laws, University policies and guidelines are initiated, that the Administrative Manager be kept abreast of how upcoming changes will impact the department’s Document Control File Plan and make changes as appropriate.

The Document Control Administrator will develop and maintain Word and Adobe templates, prepares statistical reports/analysis on relevant activities, including contract execution timelines and requests for documents.

How you qualify:


Undergraduate degree in Business Administration, Information Technology, Library Science or a similar, relevant discipline with  training in records and information management or an equivalent combination of education and experience.  CRM designation (Certified Records Management) is an asset.


Minimum of three years of relevant experience with records, information management and document control.  Thorough knowledge of records management principles and procedures. Demonstrated competence in developing, implementing and maintaining records and information systems.  Experience implementing retention schedule as applied to all media, including electronic records.  Experience working with legal and confidential documents and other critical records as assets.  Experience working with construction documents is highly desired.


Demonstrated competence using, Access, MS Office, Excel, PowerPoint.  Experience creating templates in MS Word and Adobe.  Familiarity with document imaging systems and/or scanning software required.  Be physically able to lift and carry file boxes up to a weight of 10 kgs.  Excellent time management, organizational, planning, decision making and collaboration skills are required.  Results and service-oriented attitude with special attention to responding in a timely fashion, with accuracy and attention to detail.  Strong interpersonal and communication skills, ability to use tact and sound judgement in all activities and be able to interact with various stakeholders.  Ability to manage and follow-up on multiple projects.   Basic understanding of architectural/engineering, procurement, construction and commissioning documents.

Appointment Type: Budget – Continuing

Schedule: Full-time

Pay Scale Group and Hiring Rate: USW Pay Band 10 — $58,583 with an annual step progression to a maximum of $74,916.

Job Posting Deadline: Jan 25, 2018, 11:59:00 PM

Please apply directly on our careers site:

The University of Toronto is strongly committed to diversity within its community and especially welcomes applications from racialized persons / persons of colour, women, Indigenous / Aboriginal People of North America, persons with disabilities, LGBTQ persons, and others who may contribute to the further diversification of ideas.

 As part of your application, you will be asked to complete a brief Diversity Survey. This survey is voluntary. Any information directly related to you is confidential and cannot be accessed by search committees or human resources staff. Results will be aggregated for institutional planning purposes. For more information, please see

Job Posting – Document Control Administrator, University of Toronto