Record Clerk

Orgenesis is seeking a highly organized, detail-oriented, and dependable Records Clerk Assistant to support records management, document control, data maintenance, and administrative operations throughout the organization. This position is responsible for organizing, maintaining, retrieving, and safeguarding business, clinical, research, operational, and compliance-related records while ensuring accuracy, confidentiality, and regulatory compliance.

The Records Clerk Assistant plays an essential role in supporting Orgenesis' mission of advancing cell and gene therapy solutions through its global POCare™ platform by ensuring records are properly maintained, accessible, and compliant with applicable company policies and regulatory requirements.

The ideal candidate possesses strong organizational skills, excellent attention to detail, and experience handling confidential information in a professional environment.
Essential Responsibilities
Records Management

• Organize, maintain, and update electronic and physical records.
• Ensure records are accurately classified, indexed, and filed.
• Retrieve records and documents upon authorized request.
• Track document movement and record access activities.
• Maintain organized filing systems and document repositories.

Document Control & Processing

• Review incoming records for completeness and accuracy.
• Process, scan, upload, and archive documents into company systems.
• Ensure proper version control and document retention practices.
• Assist with document distribution and tracking procedures.
• Maintain document logs and records inventories.

Data Entry & Record Maintenance

• Enter and update information in databases and records management systems.
• Verify accuracy of records and identify discrepancies.
• Correct data errors and coordinate updates with appropriate departments.
• Perform regular record audits and quality checks.
• Ensure data integrity across multiple platforms.

Administrative Support

• Provide clerical and administrative support to records management and operational teams.
• Prepare reports, spreadsheets, correspondence, and filing documentation.
• Assist with scheduling, record requests, and departmental administrative tasks.
• Support internal projects requiring records organization and document review.
• Perform general office support duties as assigned.

Compliance & Confidentiality

• Maintain strict confidentiality of company, employee, patient, clinical, research, and business information.
• Adhere to company policies regarding records management and data security.
• Support compliance with healthcare, privacy, and regulatory requirements.
• Ensure records retention and destruction schedules are followed appropriately.
• Report any compliance concerns or record discrepancies promptly.

Quality Assurance

• Conduct routine audits to ensure record accuracy and completeness.
• Monitor compliance with documentation standards and procedures.
• Assist with internal and external audit preparation.
• Identify opportunities to improve records management processes.
• Support quality improvement initiatives related to document control.

Cross-Functional Collaboration

• Collaborate with Clinical Operations, Research, Human Resources, Finance, Compliance, Information Technology, and Administrative teams.
• Respond to authorized requests for records and documentation.
• Assist departments with records retrieval and information management needs.
• Participate in process improvement and records management projects.
• Support implementation of new records systems and technologies.

Reporting & Documentation

• Generate records activity reports and tracking summaries.
• Maintain logs of document requests and retrieval activities.
• Prepare records inventories and audit documentation.
• Monitor document retention schedules and reporting requirements.
• Support management reporting and operational metrics.

Required Qualifications
Education

• High School Diploma or GED required.
• Associate Degree in Business Administration, Records Management, Healthcare Administration, Information Management, or related field preferred.

Experience

• 1-3 years of experience in records management, data entry, administrative support, document control, or related roles.
• Experience working with electronic document management systems preferred.
• Experience in healthcare, biotechnology, pharmaceutical, clinical research, or regulated industries is a plus.

Technical Skills

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Experience with document management and records tracking systems.
• Strong data entry and keyboarding skills.
• Familiarity with databases, electronic filing systems, and cloud-based applications.
• Ability to learn new records management technologies quickly.

Preferred Qualifications

• Associate's or Bachelor's Degree in a related discipline.
• Experience supporting compliance-driven organizations.
• Knowledge of records retention and document control procedures.
• Familiarity with healthcare, clinical, or research documentation requirements.
• Experience with quality assurance and auditing processes.

Core Competencies

• Attention to Detail
• Records Management
• Document Control
• Organizational Skills
• Data Accuracy
• Confidentiality & Integrity
• Time Management
• Communication Skills
• Problem Solving
• Team Collaboration
• Accountability
• Adaptability

Key Performance Indicators (KPIs)

• Record Accuracy Rate
• Data Entry Accuracy
• Document Retrieval Turnaround Time
• Filing and Indexing Accuracy
• Compliance Audit Results
• Records Processing Productivity
• Documentation Quality Scores
• Internal Customer Satisfaction
• Retention Schedule Compliance

Physical Requirements

• Ability to work at a computer for extended periods.
• Ability to review detailed records and documentation accurately.
• Ability to perform repetitive filing and data management tasks.
• Ability to manage multiple priorities and deadlines simultaneously.
• Ability to communicate effectively with internal stakeholders.

Benefits
Health & Wellness Benefits

• Comprehensive Medical Insurance
• Dental Insurance
• Vision Insurance
• Prescription Drug Coverage
• Employee Assistance Program (EAP)
• Health Savings Account (HSA)
• Flexible Spending Account (FSA)
• Wellness and Mental Health Programs

Financial Benefits

• Competitive Base Salary
• Annual Performance Bonus Eligibility
• 401(k) Retirement Plan with Company Match
• Life Insurance Coverage
• Short-Term Disability Insurance
• Long-Term Disability Insurance
• Accidental Death & Dismemberment Insurance

Paid Time Off

• Paid Vacation
• Paid Holidays
• Paid Sick Leave
• Personal Days
• Bereavement Leave
• Jury Duty Leave

Professional Development

• Records Management Training Programs
• Continuing Education Opportunities
• Tuition Assistance Programs
• Professional Certification Support
• Career Advancement Opportunities

Work-Life Balance

• Remote and Hybrid Work Opportunities (where applicable)
• Flexible Scheduling Options
• Employee Recognition Programs
• Collaborative and Inclusive Work Environment
• Employee Wellness Initiatives

Working Conditions

• Office, remote, or hybrid work environment.
• Frequent use of document management systems and databases.
• Daily handling of confidential business, healthcare, research, and operational records.
• Fast-paced environment requiring high levels of accuracy and attention to detail.

Equal Employment Opportunity Statement

Orgenesis is an Equal Opportunity Employer committed to fostering a diverse, equitable, and inclusive workplace. Employment decisions are based on qualifications, merit, performance, and business needs without regard to race, color, religion, sex, national origin, age, disability, veteran status, genetic information, sexual orientation, gender identity, or any other protected characteristic under applicable law.