Knowledge Assets Manager

Position Summary

The Knowledge Assets Manager’s mission is to empower every member of the organization to participate in a knowledge sharing culture. By providing the structure, policies, and training to help staff succeed in implementing knowledge management principles and processes, this role primarily supports internal goals. In addition, the Knowledge Assets Manager supports client- and contractor-facing assets across a wide range of platforms.

Specific responsibilities include conducting end-user analysis to create and support:

  • Naming conventions
  • Taxonomies
  • Categorization of assets
  • The life cycle of assets

The Knowledge Assets Manager serves as the internal hub for knowledge assets management and dissemination. In this role, the Knowledge Assets Manager will work independently with a moderate level of guidance and direction to build a working knowledge of Functional Medicine, IFM, its media content, and its processes. This role requires broad knowledge assets management knowledge, skills in organization, and experience with content management systems.

Under the direction of the Chief Finance and Operations Officer, this role is responsible for:

  • Knowledge Management Polices and Governance
  • Training and Supporting Users
  • Asset Documentation Control & Analytics

Essential Functions

Knowledge Management Polices and Governance:

  • Develop a framework that guides knowledge sharing across staff, including best practices, case studies, and playbooks.
  • Work effectively across the organization with stakeholders, change management, service teams, curriculum developers, and subject matter experts to organize and track assets.
  • Communicate knowledge management best practices, adapting them to individuals and groups to ensure understanding and ongoing adherence.
  • Empower and support users and super-users to improve organizational knowledge sharing.
  • Conduct user studies to determine the most useful naming conventions, folder structures, and life cycle policies; train and support users in implementing those policies.
  • Work across teams to set governance standards, support their implementation, and reward knowledge sharing and best knowledge management practices.
  • Where applicable, develop processes to increase browse, search, and display of assets in designated public-facing areas; ensure best practices are followed for contractors and clients to access assets like IFM’s Toolkit and course materials; coordinate across teams to verify assumptions and test delivery.
  • Serve as organizational consultant for best practices for managing and tracking assets and their metadata, as well as organizing data in databases or other tools.

Training and Supporting Users:

  • Develop and implement staff training to increase utilization and understanding of knowledge management principles, asset governance, and naming conventions.
  • Build and support a knowledge-sharing culture to enable the organization’s resilience, including supporting documentation policies and cross-training users.
  • Support, augment, and maintain user- and client-facing taxonomies to enable rapid browsing, search, and retrieval of assets; innovate to better support user needs.
  • Manage knowledge assets management software, monitor the relationships between content usage and users, and track metrics for external-facing asset usage and access.
  • Apply knowledge assets management principles to collaborate within and outside of the organization to identify data relationships and functional requirements.
  • Maintain knowledge assets support tools, documentation, and dictionaries.

Asset Documentation Control:

  • Compile and maintain asset metadata for a variety of media, including documentation of knowledge assets lifecycles.
  • Archive assets as necessary.
  • Plan, direct, and manage document and knowledge assets management life cycles; may work with either structured or unstructured metadata.
  • Define, implement, and manage metrics/measures for knowledge assets for continuous improvement.
  • Assist in defining, implementing, and managing metrics/measures for determining knowledge management maturity.
  • Manage internal user account creation and permissions and perform routine user audits to ensure all users follow internal compliance measures.
  • Manage usage rights and compliance measures for all digital assets in the library.

Other Functions:

  • Administrator for the Digital Asset Management system (Widen), including managing permissions and user admin.
  • Key point of contact for outages, troubleshooting, and communication with Widen.

Job Specifications

Skills Required:

  • Demonstrated facility with user needs analysis/user-centered information needs analysis.
  • Process and technology experience: able to quickly learn and master a wide variety of tools and processes.
  • Able to build and maintain effective relationships while challenging the status quo.
  • Demonstrated ability to bring structure and organization to data asset environments.
  • Excellent written, verbal, listening, and inquiry skills.
  • Able to communicate large amounts of information into concise, actionable language over the phone, in person, and via electronic media.
  • Able to enact skillful dialogue and discussion over the phone, in person, and via electronic media.
  • Able to work independently and to inquire for clarification as appropriate.
  • Able to collaborate on communication processes, goals, schedules, and outcomes.
  • Able to collaborate to develop procedures and plans to make relevant work decisions.

Education and/or Experience:

  • Master of Library and Information Science (MLIS), Master in Knowledge Management, Master of Science (with an information/library focus or relevant equivalent degree).
  • Minimum of three years’ experience in related field.
  • Minimum of three years’ experience in knowledge management practices/tools in nonprofits and/or mid- to large-sized organizations.
  • Experience and interest in developing and maintaining taxonomies, naming conventions, and documentation around knowledge management.
  • Experience with metadata schema development & input, organizing a large amount of files, high-resolution file transmissions (FTP, servers, etc.), file naming conventions, and database reporting.
  • Experience in end-user training and governance policies.
  • Experience in Widen, AWS, and SharePoint preferred.
  • Experience implementing and supporting governance policies through creation of robust training programs and end-user support preferred.

Digital Fluency/Adaptation:

  • Must have demonstrated expertise with MS Office Suite (Excel, Outlook, Word).

Physical Requirements:

  • Light moving, transporting, and positioning of items weighing less than 10 pounds.
  • Sitting, standing, bending, reaching, pushing/pulling, kneeling, twisting, grasping, and walking for general office duties and travel as required.

Work Environment:

  • General indoor office environment.
  • Regularly exposed to computer monitors and shared workspaces. The noise level in the work environment is typically at a white-noise level.

Hours of Work:

  • May require work outside of standard business hours.

Travel:

  • 0-5% (zero to three trips per year).

To Apply

Please submit your resume and cover letter to hr@ifm.org.