Engineering Library Analyst

Service Description: Engineering Library Analyst Description of Services The Port Authority’s Engineering Department is seeking an Engineering Library Analyst to support the Engineering Records and Document Management (ERDM) Unit within the Operations Division. This hybrid position supports the administration, governance, modernization, and continuous improvement of the Engineering Library and its associated document management systems. ERDM is responsible for all aspects of departmental document processing, publishing, and management. It ensures engineering document integrity, standardization, and compliance through recordkeeping protocols, industry best practices, and integration of emerging technologies. The Engineering Library is the Department’s centralized source for engineering standards, procedures, manuals, guidelines, policies, and other technical knowledge resources. The consultant will support the governance and modernization of these resources and the systems and processes used to manage them throughout their lifecycle. Working across Engineering and with Agency partners, the consultant will provide project controls, business analysis, and implementation support for Engineering Library and information-management initiatives; coordinate stakeholders and technology teams; strengthen document governance and content management practices; and develop clear, accurate technical and management communications. The role requires a blend of project delivery, library and information management, systems implementation, quality assurance, business process analysis, and technical writing capabilities. Consultant Services Services to be performed by the candidate may include, but are not limited to the following: 1. Project Control Services & Implementation Support a. Provide project management and project control support for the planning, coordination, execution, monitoring, and reporting of Engineering Library modernization and related information-management initiatives. b. Develop and maintain project schedules, work plans, milestones, implementation trackers, action logs, decision logs, and status reports. c. Monitor scope, schedule, deliverables, risks, issues, dependencies, resources, costs, and budgets, where applicable; identify variances and recommend corrective actions. d. Coordinate stakeholder meetings, working sessions, and implementation activities across Engineering and other Agency organizations. e. Lead recurring project and delivery meetings, using Agile, Scrum, or other appropriate delivery practices to establish priorities, track progress, address blockers, coordinate dependencies, and confirm next steps. f. Support work intake, backlog management, sprint or implementation planning, release coordination, and governance activities, as applicable to each initiative. g. Develop dashboards, performance measures, management reports, executive briefings, and presentations that clearly communicate project status, decisions, risks, issues, and outcomes. h. Support testing, validation, deployment, rollout, adoption, and post-implementation review of new processes, repositories, and technology capabilities.i. Analyze project performance and recommend improvements to delivery methods, procedures, controls, and reporting practices. 2. Engineering Library & Documentation Governance a. Administer Engineering Library content and support compliance with Engineering document management standards. b. Coordinate and monitor completion of comprehensive document inventories across Engineering units. c. Maintain content ownership and approval matrices to support document governance and accountability. d. Monitor and control document publishing activities, formatting services, metadata standardization, and document lifecycle compliance. e. Provide troubleshooting support related to publishing workflows, repository administration, access management, and content updates. f. Prepare implementation plans, rollout communications, status reports, and presentations supporting Engineering documentation initiatives 3. Content Management & Stakeholder Engagement a. Collaborate with Engineering subject matter experts, content owners, project teams, document coordinators, technology teams, and Agency stakeholders to identify operational needs, content gaps, system requirements, and improvement opportunities. b. Elicit, analyze, document, validate, and manage business, functional, technical, and governance requirements through stakeholder interviews, workshops, process reviews, and other appropriate methods. c. Evaluate current-state and future-state processes; develop process maps, workflows, gap analyses, and implementation roadmaps; and identify expected operational and business value. d. Translate business and technical needs into functional documentation, user stories or use cases, acceptance criteria, workflow designs, solution requirements, and actionable recommendations. e. Maintain requirements traceability, stakeholder approvals, decisions, dependencies, and change impacts throughout planning, development, testing, and implementation. f. Facilitate cross-functional discussions, resolve competing requirements, and support timely decisions among Engineering, business, and technology stakeholders.g. Draft, edit, standardize, and quality-review technical and administrative content, including policies, procedures, standards, manuals, guidelines, implementation plans, executive briefings, reports, and user communications. h. Develop and maintain templates, style conventions, job aids, and other tools that improve the clarity, consistency, usability, and accessibility of Engineering documentation 4. Digital Records & Library Modernization a. Support the implementation and continuous improvement of Engineering Library, enterprise content-management, and document-management technologies. b. Coordinate document inventory, migration, classification, deduplication, repository cleanup, and quality-improvement initiatives. c. Support metadata extraction, AI-assisted classification and indexing, intelligent search, and other automation initiatives, including quality assurance and validation of system generated results. d. Support solutions using SharePoint, Feith, OpenText, Microsoft 365, Power Platform, and other Agency-approved platforms and technologies. e. Serve as a liaison between Engineering stakeholders and technology teams, coordinating requirements, backlog priorities, workflow and configuration decisions, system integration considerations, and release impacts. f. Support the full solution-delivery lifecycle, including requirements definition, solution design, configuration, testing, defect resolution, user acceptance, deployment, production readiness, and operational transition. g. Develop testing approaches, test scenarios and cases, acceptance criteria, and validation documentation; coordinate user acceptance testing and track issues through resolution. h. Coordinate with technical teams to resolve system, integration, access, workflow, data quality, and production-support issues. 5. Metadata & Information Architecture a. Maintain metadata standards, controlled vocabularies, and taxonomy structures. b. Perform metadata quality reviews and coordinate corrective actions. c. Analyze document repositories using reporting and analytics tools to identify trends, gaps, and improvement opportunities. d. Develop reports, dashboards, and performance metrics supporting Engineering Library operations. e. Recommend improvements to search functionality, information architecture, document discoverability, and repository usability.6. Process Improvement & Business Analysis a. Analyze existing business processes, procedures, and reporting systems and recommend and implement improvements supporting Engineering documentation, information governance, and project delivery. b. Develop process maps, workflow models, standard operating procedures, functional documentation, governance guidance, implementation plans, knowledge-base content, and supporting technical documentation. Identify and help implement automation opportunities utilizing Microsoft 365, Power Platform, AI technologies, and related business solutions. c. Recommend modifications to existing business processes, governance procedures, and reporting methods that improve operational efficiency and project delivery. d. Develop and implement project delivery and information management best practices, Develop user guidance, job aids, training materials, and presentations, and deliver or coordinate training for Engineering staff and document contributors. e. Promote consistent application of Engineering Library policies, document standards, publishing procedures, and governance requirements. 7. Stakeholder Support & Training a. Provide guidance to Engineering staff on document management standards and publishing procedures. b. Develop user guidance, job aids, and training materials. c. Support rollout of new document management processes and technologies. d. Coordinate stakeholder communications and adoption activities. e. Promote compliance with Engineering Library policies and governance standards. 8. Process Improvement a. Analyze existing document management processes and recommend improvements. b. Identify automation opportunities using Microsoft 365, Power Platform, and AI technologies. c. Develop process documentation, workflows, and standard operating procedures. d. Support continuous improvement initiatives across Engineering Records & Document Management. Education, Qualifications, and Experience: Required Education and Experience o Bachelor’s degree in engineering, Information Management, Library & Information Science, Business Administration, Information Systems, or a related field. o Minimum (10+) years of professional experience managing controlled engineering documentation such as policies, procedures, standards, manuals, specifications, guidelines, technical bulletins, engineering drawings, or similar technical documentation within an engineering organization. o Minimum (7+) years of experience working within a government agency, public authority, public utility, or other highly regulated environment with established records management and governance requirements. o Demonstrated experience administering engineering document management systems, including SharePoint, OpenText, eDoc, Feith, or comparable enterprise content management platforms. o Demonstrated experience managing engineering operational documentation throughout its lifecycle, including document creation, review, approval, publishing, version control, archival, and retirement. o Experience developing and implementing document governance policies, standards, procedures, metadata models, and document classification frameworks. o Experience supporting document inventories, metadata quality control, taxonomy development, and information architecture initiatives. o Experience coordinating with engineering subject matter experts and cross-functional stakeholders to maintain technical documentation. o Experience supporting document digitization, migration, repository modernization, or records management initiatives. o Experience participating in AI-enabled document management, metadata extraction, intelligent search, or automation projects is highly desirable.