Title: Administrative Assistant
Location: Irvine, CA
Schedule: Full-time, onsite Monday-Friday
Salary: $ 38.63 - $43.72
We are seeking an Administrative Assistant to support the U.S. Food and Drug Administration (FDA) at the Irvine Human and Animal Food Laboratory (IRVHAFL) in Irvine, CA. Your scope of work will include supporting FDA laboratory operations through administrative, document management, records management, and related support services.
This is a full-time opportunity in which we'll provide competitive pay, job stability, and security.
Apply today!
RESPONSIBILITIESDocument Scanning & Upload Support- Prepare laboratory records and analytical worksheet packages for scanning and conversion
- Scan and convert documents into searchable OCR format
- Process oversized materials through photocopying or digital photography, as required
- Use Adobe Acrobat or equivalent tools to optimize PDF files and reduce file size
- Review scanned images for quality, completeness, order, and readability
- Upload analytical worksheet packages into LIMS or other designated Government systems
- Send document upload notifications to appropriate Government personnel
- Store, organize, and maintain electronic files in Government-designated repositories
- Search, retrieve, compress, back up, and organize electronic files as needed
Records Management- Organize, box, label, index, and store hardcopy laboratory records
- Maintain accurate inventories of electronic and hardcopy records
- Barcode records and storage boxes using Government-provided procedures and systems
- Retrieve archived hardcopy records when requested by FDA personnel
- Move records to designated onsite or offsite storage locations as needed
- Routinely lift, move, and handle records boxes weighing up to approximately 15 lbs.
- Follow FDA records management procedures, naming conventions, and retention requirements
Records Destruction Support- Support records destruction in accordance with FDA records retention requirements
- Perform or coordinate onsite shredding/destruction using Government-provided equipment or services
- Ensure records destruction is witnessed by designated Government personnel when required
- Maintain accurate records of documents destroyed
- Provide destruction records to Government personnel upon request
Administrative Support- Provide administrative support for laboratory operations and document management activities
- Schedule internal and external meetings using Microsoft Outlook, WebEx, Teams, Zoom, or similar tools
- Attend meetings, record attendance, capture action items, and prepare meeting minutes and agendas
- Assist with document preparation using Microsoft Word, Excel, PowerPoint, Project, Visio, and SharePoint
- Support timekeeping, budget tracking, travel estimates, and administrative tracking activities
- Receive, sort, prioritize, track, and distribute laboratory mail and documents
- Enter data into laboratory databases and Government systems
- Maintain and organize laboratory libraries, files, and document repositories
- Track equipment, supply, chemical, and reagent inventory information
- Coordinate purchasing planning, execution, and document management support
- Retrieve supplies, reagents, and chemicals from shipping/receiving areas and deliver them to appropriate lab components
- Assist with visitor planning, vendor coordination, and other laboratory administrative needs
Training & Compliance- Complete required FDA security, privacy, records management, LIMS, and QMiS training
- Fulfill driver/fleet training requirements if required to operate Government vehicles
- Follow FDA security, privacy, confidentiality, records management, and facility access requirements
- Sign required FDA confidentiality, non-disclosure, and system access documents
- Protect non-public Government information and follow all applicable Government procedures
- Perform related lab document management, records control, scanning, data entry, inventory, and administrative duties
REQUIRED BACKGROUND- High School Diploma
- Must be proficient with Adobe tools, Microsoft Word, Excel, and PowerPoint
- Knowledge of SharePoint, Microsoft Outlook, and WebEx
PREFERRED BACKGROUND- Administrative support experience
- Records management, document management, or document control experience
- Scanning, filing, indexing, or data entry experience
- Experience maintaining records, logs, inventories, or tracking spreadsheets
- Experience supporting federal, laboratory, healthcare, records, or regulated office environments
LOCATION TRAVEL- Local travel may be required to move or retrieve records from designated onsite or offsite storage locations
WORK HOURS- Monday-Friday, 40 hours per week
TELEWORKCLEARANCE- U.S. citizenship required as it supports the U.S. federal government
CLIENT- U.S. Food and Drug Administration (FDA),
EMPLOYMENT CLASSIFICATION- Employment Classification Eligibility - Non-exempt
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