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Key Responsibilities and Required Skills for a Knowledge Coordinator

💰 $55,000 - $75,000

Knowledge ManagementInformation ScienceCorporate CommunicationsOperationsContent Strategy

🎯 Role Definition

A Knowledge Coordinator is the organizational linchpin responsible for ensuring that critical information is accessible, accurate, and actionable. This role serves as a bridge between people and knowledge, actively managing the systems and processes that allow teams to find what they need, when they need it. By curating and organizing the company's collective intelligence—from technical documentation to best practices—the Knowledge Coordinator empowers employees, reduces redundancy, and fosters a culture of collaboration and continuous improvement. They are the go-to resource for content structure, discovery, and governance within the organization's knowledge ecosystem.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Junior Content Specialist or Technical Writer
  • Administrative or Departmental Coordinator
  • Library Assistant or Information Technician

Advancement To:

  • Knowledge Manager or Senior Knowledge Specialist
  • Information Architect
  • Content Strategist or Content Operations Manager

Lateral Moves:

  • Project Coordinator
  • Internal Communications Specialist
  • Training Coordinator

Core Responsibilities

Primary Functions

  • Actively manage the entire lifecycle of knowledge assets, from initial creation and review to periodic updates and eventual archival or deletion.
  • Develop, maintain, and continuously improve the structure of the central knowledge base (e.g., intranet, wiki, shared drives) to ensure logical organization and intuitive navigation.
  • Collaborate directly with Subject Matter Experts (SMEs) across various departments to capture, validate, and document tacit institutional knowledge and critical business processes.
  • Author, edit, and format a variety of knowledge content, including how-to guides, standard operating procedures (SOPs), FAQs, process flows, and policy documents.
  • Implement and manage a robust taxonomy and tagging system to ensure all content is categorized consistently, enhancing searchability and discoverability.
  • Conduct regular content audits and gap analyses to identify outdated information, inconsistencies, and areas where new knowledge assets are needed.
  • Champion knowledge-sharing best practices and act as a primary point of contact for employees seeking assistance with finding information or using knowledge management tools.
  • Monitor usage analytics and user feedback channels to derive insights for improving the knowledge base's usability, content quality, and overall effectiveness.
  • Curate and organize documentation for key projects, ensuring that project teams have a centralized, up-to-date repository for all relevant materials.
  • Enforce established content governance standards, style guides, and templates to maintain a high level of quality and consistency across all published knowledge.
  • Proactively identify opportunities to streamline information flows and reduce knowledge silos between teams and departments.
  • Manage user permissions and access controls for different sections of the knowledge base to ensure sensitive information is appropriately protected.
  • Develop and distribute internal communications, such as newsletters or update bulletins, to promote new and updated knowledge content to relevant audiences.
  • Facilitate and support Communities of Practice (CoPs) by providing them with the tools and structure needed to share specialized knowledge effectively.

Secondary Functions

  • Support ad-hoc data requests and exploratory analysis related to content engagement and search patterns.
  • Contribute to the organization's broader knowledge management strategy and roadmap by providing on-the-ground insights and recommendations.
  • Collaborate with IT and other technical teams to troubleshoot issues with knowledge management platforms and participate in testing for new features or system upgrades.
  • Participate in sprint planning and other agile ceremonies if the knowledge management function is integrated within a technology or product team.
  • Assist in the onboarding of new employees by guiding them through the organization's knowledge resources and key information repositories.
  • Create and maintain training materials and job aids that instruct employees on how to effectively use the knowledge management systems and contribute content.
  • Support the selection and implementation of new knowledge management tools and technologies by participating in requirements gathering and vendor evaluations.

Required Skills & Competencies

Hard Skills (Technical)

  • Knowledge Base & CMS Platforms: Proficiency in using and administering enterprise knowledge management systems such as SharePoint, Confluence, ServiceNow Knowledge, or similar platforms.
  • Content Curation & Editing: Strong ability to write, edit, and format content for clarity, consistency, and readability, with an excellent command of grammar and style.
  • Information Architecture & Taxonomy: A solid understanding of the principles of organizing, structuring, and classifying information for optimal user retrieval.
  • Microsoft 365 / Google Workspace: Advanced skills in using collaboration and productivity tools, particularly for document creation, spreadsheet management, and presentations.
  • Basic Data Analysis: Ability to interpret usage metrics and analytics (e.g., page views, search queries, user ratings) to make data-informed content decisions.
  • Search Engine Optimization (SEO) Principles: Familiarity with basic SEO concepts to optimize internal content titles and keywords for better searchability.

Soft Skills

  • Exceptional Communication: Superb written and verbal communication skills, with the ability to distill complex information into simple, easy-to-understand language for a diverse audience.
  • Collaboration & Interpersonal Skills: A natural ability to build relationships and work effectively with individuals at all levels of the organization, from technical experts to end-users.
  • Meticulous Attention to Detail: A keen eye for detail and a commitment to accuracy and consistency in all aspects of content management.
  • Proactive & Self-Motivated: A "get-it-done" attitude with the ability to work independently, identify problems, and take initiative to find solutions without constant supervision.
  • Organizational & Time Management: Excellent skills in prioritizing tasks, managing multiple projects simultaneously, and meeting deadlines in a dynamic environment.
  • Problem-Solving: Strong analytical and critical thinking skills to diagnose user issues, identify root causes of knowledge gaps, and propose effective solutions.
  • Customer Service Orientation: A genuine desire to help others by making information accessible and solving their information-related challenges.

Education & Experience

Educational Background

Minimum Education:

  • Bachelor's Degree in a relevant field.

Preferred Education:

  • Master's Degree in Library & Information Science (MLIS), Knowledge Management, or a related discipline.

Relevant Fields of Study:

  • Library and Information Science
  • Communications or Technical Writing
  • Business Administration
  • Information Systems

Experience Requirements

Typical Experience Range:

  • 2-4 years of experience in a role focused on knowledge management, content management, technical writing, or corporate librarianship.

Preferred:

  • Hands-on experience with enterprise-level knowledge management platforms (e.g., SharePoint, Confluence, ServiceNow Knowledge) and a demonstrated ability to work cross-functionally to drive content projects to completion. Experience in a fast-growing tech, consulting, or professional services environment is highly valued.
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