Manager, Document Processing

Private Student Loans


POSITION TITLE
Manager, Document Processing, 10-6pm
July 2006

DEPARTMENT
Document Management

REPORTS TO
Director of Document Management


FLSA CLASSIFICATION LEVEL


BASIC FUNCTION
Reporting directly to the Director of Document Management, the position entails front-line management responsibility and accountability for the design, structure and controls of the File Room and the Data Entry processing Departments.

The primary function of the File Room and Data Entry is to align various disparate control and support measures into a cohesive, well constructed group. Document Control tasks and responsibilities include diverse actions including the oversight and control of file room and Data entry production.

The position will have a shared responsibility with division peers and senior management to generate additional processing capacity by creating the most efficient, scalable, cost-effective and risk appropriate work flow, policies and procedures.



SUPERVISORY RESPONSIBILITY
Position entails management of dynamic work force of approximately 12 - 16 individuals, including full time, part time and seasonal staff as volume dictates. Staffing levels will fluctuate as business continues to grow.

ESSENTIAL JOB FUNCTIONS*
The department encompasses a multitude of diverse processes and sub processes that enable the Document Management department to function most efficiently. Areas of responsibility include but are not limited to the management of File room & Data Entry, completion of requests from external sources for pulling and delivering files, processing school certification information as well as file creation. The position will have immediate functional for the efficient control, costs and management of these diverse functions.

Responsibilities:

o Direct responsibility for the development, refinement and maintenance of written policies and procedures related to each phase of processes under the position's scope of responsibility.
o Working with the Director of Document Control, collaborate on three to five overarching goals for each functional area of responsibility-and communicate them throughout your organization.
o Design and implement processing measures which focus on the quality and quantity of production.
o Distributes among peers the processing measures and performance results to inform a collaborative team for problem resolution.
o Never be afraid to admit processing deficiencies-all errors and omissions must surface immediately. Convey this sentiment to the lowest point in your organization and insist that it be honored.
o Oversee the design and implementation of employee evaluation measures to be utilized in annual performance reviews which mirror the overarching goals of your organization.
o Direct responsibility for monitoring jobs and constraints related to process flow requiring the utilization of a paging device for communication with Document Management Director and other members of management team as necessary.
o Using the performance evaluation system, reward over-achievers, identify and hold accountable those who are not performing.
o Working in collaboration with the Director, prepares detailed budgets and staffing forecasts to meet the capacity needs of the business
o Produce timely and thoughtful written performance reviews which emphasize the goals of your organization.
o Assist in the ongoing process of the development of plans to improve productivity, implement new systems, manage change and improve morale through defined incentives.
o Provide leadership and action towards achieving ongoing company goal of staff training and development.
o Prepares detailed budgets and staffing forecast to meet the capacity needs of the business
o Any other duties and responsibilities as assigned by the Director of Document Management.

OTHER DUTIES AND RESPONSIBILITIES
Individuals assigned to this position may perform other duties as assigned.

QUALIFICATIONS
Preparation, Knowledge, Previous Experience:
o Minimum of two years of direct production process oriented management.
Skills, Abilities, Competencies:
o Ability to develop policies and procedures, work flows and controls necessary for a dynamically changing production environment
o Strong analytical, organizational and team building skills
o The position requires effective communication, both written and verbal
o Ability to work independently and work with senior management to forge immediate and creative solutions to process related challenges.
Level of Education Required:
o BA or BS or equivalent

WORKING CONDITIONS & PHYSICAL DEMANDS
Office environment working with personal computer for extended periods of time.


Benefits:


Full Benefits