Stability Studies Administrative Assistant

Job Description

Job Description

This is an excellent position for those who wish to seek a part-time position with potential for growth, learning, and development in a niche third-party laboratory industry. ARL is looking for a highly motivated, meticulous, and tech-savvy team player with excellent communication and organizational skills to join our amazing team. The ability to multitask in a fast-paced environment and stay cool under pressure is an absolute requirement. 

Summary

The Stability Studies Administrative Assistant plays a key role in the technical operations of sample quoting, intake, and processing. This position is responsible for accurately quoting, logging, verifying, and routing samples using the Laboratory Information Management System (LIMS). The role requires precise execution of quoting, sample handling procedures, coordination across departments and other laboratories to maintain workflow efficiency, and support of logistical functions such as data entry. A strong understanding of laboratory systems, attention to detail, and adherence to technical protocols are essential.

Work Schedule

• Monday-Friday
• Flexible hours between 9:00 AM and 5:00 PM
• Part-Time (~20 hours per week)

Essential Duties and Responsibilities

Administrative and Communication

• Occasionally answer phone calls and process emails from clients
• Report to a designated officer of the Partnerships team. 
• Log samples to assigned log number, and track samples received in ARL's laboratory information systems
• Label and store samples according to Stability Protocols and SOP’s
• Work closely with the Samples Receiving team to process samples
• Assist in storage of samples, submissions, shipments, and special projects related to stabilities
• Read, understand, and follow applicable Standard Operating Procedures, including quality and safety procedures
• Conduct client and team interactions in a professional and appropriate manner
• Complete all Stability Technician tasks and other projects assigned by leadership
• Accurately enter data and ensure sample processing accuracy
  

Sample Management, Receiving, and Processing

• Log samples to assigned log numbers and track them using ARL's Laboratory Information Management Systems (LIMS)
• Verify receipt of samples against Chain of Custody (COC)/Sample Submission Forms (SSF)/ Stability Protocols for accuracy and completeness
• Store and track samples in accordance with Stability protocols
• Process sample retention and dispose of samples and waste per lab protocols
• Clean and organize the department workspace daily to maintain sanitary and safe conditions

Interdepartmental Collaboration

• Collaborate with team members across departments to ensure smooth sample flow
• Work with the Samples Receiving to resolve issues and ensure timely sample testing
• Assist Lead in training team members on protocols, procedures, and workflows, when and as assigned
• Assist in sample-handling aspects for stability samples as assigned by the manager of Sample Management & Receiving
  

Qualifications

Education & Certification

• Minimum Education: High school diploma

Experience

• At least 1 year of industry experience with broad understanding, specific experience, and strong competency in sample management and receiving, as well as quoting and client interactions

Skills & Competencies

• Be technologically savvy
• Be able to learn to operate and work with technology very quickly
• Proficient in ARL’s LIMS systems and protocols
• Be able to accurately enter data and process samples accurately
• Be able to work in a high-pressure environment where time is of the essence
• Be able to comply with all processing protocols and follow directions accurately
• Be able to work productively and efficiently in a team environment
• Excellent interpersonal and communication skills
• Be able to work collaboratively with team members across departments
• Be able to pass drug testing and background check
• Be able to execute and demonstrate ARL's values
• Be able to understand and use general mathematics
• Be able to communicate proficiently verbally and in writing in English
• Be able to organize and pay attention to detail
• Be willing to wear personal protective equipment provided and required by ARL

Physical & Scheduling Requirements

• Be able to communicate in English fluently and proficiently, in writing and orally
• Able to lift at least 50 lbs.
• Available to work 5 days a week during the day and flexible to meet testing deadlines.
• Comply with ARL’s drug-free, background check, and attendance/time off policies.

Compensation commensurates with experience.