Administrative & Records Support Specialist

Job Description

Job Description

Administrative & Records Support Specialist

Core Support Staff – FDA Laboratory Support

Job Title: Administrative & Records Support Specialist – FDA Laboratory Support
Locations: Multiple U.S. locations, including Arkansas, Colorado, Kansas, New York, Washington, California - Irvine and Alameda - and Georgia
Type: Full-Time, On-Site at assigned FDA laboratory
Salary Range: $46,000 – $62,000 per year, location-adjusted

About the Opportunity

Join our team providing essential on-site support to the FDA's regulatory testing laboratories.

This role combines document management, records handling, and administrative support to help ensure timely, accurate, and compliant laboratory operations that directly contribute to public health protection.

Key Responsibilities

• Prepare and scan analytical worksheet packages to high-quality searchable OCR PDF format.
• Perform quality checks and optimize files for upload.
• Upload documents to LIMS and send required notifications to compliance teams.
• Organize, box, label, barcode, and index hard-copy records.
• Maintain accurate records inventories.
• Assist with records retrieval and coordinate witnessed destruction in accordance with FDA retention schedules.
• Provide general administrative and laboratory support, including scheduling meetings, preparing minutes and agendas, maintaining Excel tracking tools, supporting SharePoint sites, handling mail triage and distribution, assisting with inventory and purchasing documentation, and performing data entry.
• Maintain organized electronic and physical files.
• Support equipment and chemical inventory processes.
• Complete all required FDA trainings and maintain compliance documentation.
• Follow strict quality, security, and procedural guidelines while working on government-furnished equipment.

Qualifications

• High School Diploma or equivalent; Associate's degree preferred.
• 2–4 years of experience in administrative support, document management, records management, data entry, or office operations.
• Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• SharePoint experience is a plus.
• Strong attention to detail, reliability, and ability to follow detailed procedures and checklists.
• Comfortable performing physical tasks such as lifting boxes up to 15 pounds and working in a laboratory environment.
• Excellent organizational and time-management skills.
• Ability to obtain and maintain HSPD-12 / PIV suitability determination.
• U.S. citizenship or authorization to work in the United States.

Preferred Qualifications

• Experience with document scanning, OCR software, or records management systems.
• Prior work in government, laboratory, healthcare, or regulated industries.
• Familiarity with LIMS or similar database systems.
• Experience supporting quality control or compliance processes.

Benefits

Competitive pay, comprehensive benefits package, paid training, stable full-time on-site work at a federal laboratory, and the opportunity to contribute to important public health work.