Administrative Assistant

Job Description

Job Description

We are seeking a detail-oriented and organized contractor to support quality records and documentation activities within a vaccine research and development environment. This role will primarily focus on the management of physical and electronic documentation, records administration, scanning activities, and records room support. The individual will also assist with departmental projects and initiatives as needed.
This is an on-site position with limited flexibility for occasional remote work based on business needs.

• Maintain and organize physical records within the records room.
• Perform document scanning, indexing, filing, and data entry activities.
• Assist with inventory management of documentation and archived records.
• Support requests from internal customers regarding documentation and record retrieval.
• Ensure records are maintained in accordance with established quality and compliance procedures.
• Assist with both physical and electronic document management processes.
• Participate in documentation improvement initiatives and departmental projects.
• Maintain accurate records and ensure attention to detail when processing documentation.
• Collaborate with team members to support training compliance and quality records activities as required.

Required Qualifications:

• High school diploma or equivalent required; associate or bachelor’s degree preferred.
• Strong organizational and administrative skills.
• Excellent attention to detail and accuracy.
• Strong verbal and written communication skills.
• Ability to manage multiple tasks and priorities.
• Proficiency with Microsoft Office applications (Word, Excel, Outlook, PowerPoint).
• Ability to work independently while also contributing effectively within a team environment.
• Customer-service mindset with a professional approach to stakeholder interactions.

Preferred Qualifications:

• Experience with records management, document control, administrative support, or compliance-related activities.
• Experience working in a regulated environment such as pharmaceutical, biotechnology, healthcare, manufacturing, or quality assurance.
• Familiarity with document scanning and electronic filing systems.
• Understanding of documentation and recordkeeping best practices.

Desired Skills & Attributes:

• Highly organized and dependable.
• Detail-oriented with a strong focus on quality and accuracy.
• Professional and well-spoken.
• Strong interpersonal and communication skills.
• Ability to see both the big picture and the finer details.
• Quick learner with a positive attitude.
• Demonstrated ability to follow procedures and maintain confidentiality.

Physical Requirements:

• Ability to sit, stand, and walk for extended periods throughout the workday.
• Ability to handle, move, and organize physical records and documentation.
• Ability to lift and carry boxes or documents weighing up to approximately 20 pounds.
• Comfortable working in a records room environment and operating document scanning equipment.

Work Environment:

• Primarily on-site role.
• Training will be provided for records management processes and document scanning equipment.
• Collaborative team environment supporting quality, compliance, and scientific documentation needs.

Description:

• Support the administration of the Vaccines Quality Records & Training Compliance group in accordance with local and enterprise policies, procedures, and retension schedule activities.
• Assist with day-to-day operations of the Vaccines Records Room, including archiving, retrieval, scanning, and tracking of critical and noncritical physical record requests.
• Support and improve long-term inventory management and organizational logistics of the Vaccines Records Room ensuring orderly and inspection-ready state. This includes the tracking and shipping of records to/from off-site storage with any external vendors or partners.
• Provide documentation support to the Vaccines scientific community, including responding to inquiries and assisting with documentation needs.
• Collaborate with external partners to complete any required tasks. These external partners may include contract labs, external records storage, or Client groups outside of Vaccines.
• Perform all assigned duties in compliance with departmental procedures, quality standards, and applicable regulatory requirements.

EDUCATION AND EXPERIENCE

Indicate the formal education, certification or license(s) required and/or preferred.

• Life sciences or technology related bachelors, preferred
• Previous experience in pharma, preferred
• High school diploma or Associates, required
• Previous work in regulated environment, required

TECHNICAL SKILLS REQUIREMENTS

Indicate the technical skills required and/or preferred, as applicable.

• Proficient with Microsoft 360, Office Suite and Adobe Acrobat Professional, preferred
• Records and documentation management experience, preferred
• Experience with documentation systems, preferred
• Strong verbal and written communication skills, required
• Moderate lifting of documents and/or boxes, sitting, standing, walking, required