VRS – Project Manager 3 – Imaging

Job Description

This role requires a seasoned professional who
can assess current-state document workflows, identify inefficiencies, and drive
business process improvements that reduce manual labor and increase accuracy.
The Program Manager will oversee all aspects of document intake—including fax,
email, physical mail, and other electronic channels—and will be accountable for
ensuring documents are properly classified, indexed, routed, and stored in
compliance with organizational policies and regulatory requirements.

A critical component of this role involves
leveraging artificial intelligence and machine learning (AI/ML) technologies to
automate document classification, data extraction, and routing, thereby
reducing reliance on repetitive human labor. The successful candidate will
bring deep expertise in electronic document and content management systems and
will serve as the primary subject matter expert for document management
technology strategy and operations.
The PM – Document Management
is responsible for leading and managing a team of document management
professionals who support the organization’s enterprise document capture,
routing, storage, and retrieval operations

Essential
Duties and Responsibilities

Staff Leadership and Program Oversight

•
Directly manage,
mentor, and develop a team of document management specialists, setting
performance expectations, conducting evaluations, and fostering professional
growth.

•
Establish and
maintain program governance, including service level agreements (SLAs), key
performance indicators (KPIs), and operational metrics for the document
management function.

•
Coordinate
cross-functional project activities, manage timelines, and ensure deliverables
align with organizational priorities and resource constraints.

•
Provide regular
status reporting to senior leadership on program health, risks, and improvement
initiatives.

Business Process Analysis and Improvement

•
Conduct
comprehensive assessments of current document management processes, identifying
bottlenecks, redundancies, and opportunities for optimization.

•
Develop detailed
process flow documentation, functional flow diagrams, and
current-state/future-state analyses using industry-standard methodologies.

•
Design and
implement business process improvements that streamline document intake,
classification, routing, and archival across all input channels (fax, email,
physical mail, electronic submission).

•
Apply Lean, Six
Sigma, or equivalent continuous improvement frameworks to measure and sustain
process gains.

Document Capture and Routing Technologies

•
Serve as the
subject matter expert for fax server and document capture platforms, including
RightFax and Kofax, managing configuration, rule sets, and integration with
downstream systems.

•
Design and
maintain automated routing rules that interpret inbound documents from fax,
email, scanned mail, and other sources, ensuring accurate delivery to
appropriate queues, departments, or workflows.

•
Oversee the
integration of capture technologies with enterprise content management (ECM)
platforms and line-of-business applications.

•
Evaluate emerging
capture and intelligent document processing (IDP) solutions and make
recommendations for technology adoption or upgrades.

Electronic Document and Content Management
Systems

•
Manage and
optimize the organization’s electronic document/content management system
(EDMS/ECM), with hands-on experience in one or more platforms such as
Laserfiche, IBM FileNet, or Hyland (OnBase/Perceptive Content).

•
Define and
enforce document taxonomy, metadata schemas, retention schedules, and access
control policies within the ECM environment.

•
Partner with IT
and application teams to maintain system health, plan upgrades, and ensure high
availability of document management infrastructure.

AI/ML-Driven Automation

•
Identify and
implement AI/ML-based solutions for intelligent document classification,
optical character recognition (OCR) enhancement, natural language processing
(NLP), and automated data extraction.

•
Develop and
refine machine learning models and rule sets that enable the system to sort,
classify, and route documents with minimal human intervention, continuously
improving accuracy through feedback loops.

•
Quantify
automation benefits through metrics such as reduction in manual processing
hours, error rates, and cycle times; present business cases for expanded AI/ML
adoption.

•
Stay current with
advancements in intelligent automation, generative AI, and document
intelligence platforms to maintain a forward-looking technology roadmap.

Stakeholder Engagement and Requirements
Management

•
Facilitate
requirements-gathering sessions with business stakeholders across departments
to understand document handling needs, pain points, and compliance obligations.

•
Translate
business requirements into technical specifications and solution designs that
development and infrastructure teams can execute.

•
Communicate
complex technical concepts to non-technical audiences, ensuring stakeholder
alignment and informed decision-making.

•
Serve as the
liaison between business units, IT, vendors, and compliance teams for all
document management initiatives.