Laboratory Records & Administrative Specialist
On-site · Atlanta, Georgia, United States or Irvine, California, United States
Job Summary
Laboratory Records & Administrative Specialist provides on-site administrative support for FDA ORTS locations, handling scanning, electronic submission, records archiving, destruction logging, scheduling, travel estimates, and general administrative duties using LIMS, Microsoft Office, SharePoint, Visio, and Project. Responsibilities include converting worksheets to OCR-enabled PDFs, uploading to LIMS, organizing electronic repositories, archiving hard copies, retrieving records, coordinating destruction, taking meeting minutes, and assisting with inventory and supply logistics. Requires authorization to work in the U.S., 2+ years of related experience, proficiency with MS Office, document scanning and PDF conversion, ability to obtain FDA background security access, and willingness to work on-site with standard federal laboratory environment practices.
Required Qualifications
- Authorization to work in the U.S. permanently, without sponsorship.
- A high school diploma or GED equivalent; associate’s or bachelor’s degree in a related field preferred.
- At least 2 years of experience in administrative support, document management, records management, or a closely related clerical role.
- Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, PowerPoint, and SharePoint.
- Experience with document scanning, PDF conversion (Adobe Acrobat or equivalent), and electronic file management.
- Ability to obtain and maintain an FDA background investigation and security access card (fingerprint return must be “favorable”).
- Ability to lift and move boxes weighing up to approximately 15 lbs. on a routine basis.
- Strong attention to detail and ability to maintain high accuracy (99%+) in data entry, document indexing, and records tracking.
- Ability to work independently and in a structured, compliance-driven environment with minimal supervision.
- Experience with federal laboratory or regulated environment recordkeeping is a plus.
- Familiarity with a Laboratory Information Management System (LIMS) or similar database is a plus.
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