Laboratory Records & Administrative Specialist

Laboratory Records & Administrative Specialist – FDA Office of Regulatory Testing and Surveillance

• Prepare, scan, and convert analytical worksheet packages into OCR‑enabled PDF format, ensuring all pages are present, properly ordered, and optimized to meet FDA’s file size requirements.
• Log into the FDA Laboratory Information Management System (LIMS) to upload completed worksheet packages and send email notifications to the corresponding compliance teams.
• Organize and maintain electronic repositories of scanned documents, creating backup copies and performing routine cleanup and compression of electronic files.
• Archive and organize hard copies of worksheet packages—box, label, barcode, and index records in accordance with FDA’s records retention schedule.
• Retrieve archived hard copy and electronic records upon request by FDA officers.
• Coordinate and witness onsite records destruction (shredding) in accordance with FDA’s retention schedule, maintaining a destruction log.
• Provide administrative support, including scheduling meetings via Microsoft Outlook, recording meeting minutes and action items, and preparing travel estimates.
• Support laboratory operations using Microsoft Office, SharePoint, Visio, and Project.
• Assist with equipment and chemical inventory, mail handling, and supply logistics.
• Complete all mandatory FDA training, including annual Computer Security Awareness, LIMS, QMiS, Privacy and Records Management, and driver training as required.

• Authorization to work permanently in the U.S. without sponsorship.
• High school diploma or GED equivalent; associate’s or bachelor’s degree in a related field preferred.
• At least two years of experience in administrative support, document management, or records management.
• Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, PowerPoint, and SharePoint.
• Experience with document scanning, PDF conversion, and electronic file management.
• Ability to obtain and maintain an FDA background investigation and security access card.
• Ability to lift and move boxes weighing up to approximately fifteen pounds on a routine basis.
• Strong attention to detail and ability to maintain high accuracy (99%+) in data entry, document indexing, and records tracking.
• Ability to work independently and in a structured, compliance‑driven environment with minimal supervision.
• Experience with federal laboratory or regulated environment recordkeeping is a plus.
• Familiarity with a Laboratory Information Management System (LIMS) or similar database is a plus.

• Jefferson, Arkansas – ARHAFL
• Lakewood, Colorado – DENHAFL
• Lenexa, Kansas – KCHAFL
• Jamaica, New York – NYHAFL
• Bothell, Washington – SEAHAFL
• Irvine, California – IRVHAFL
• Alameda, California – SANHAFL
• Atlanta, Georgia – ATLHAFL

Full‑time on‑site position. Core hours Monday through Friday, 8:00 AM – 4:30 PM local time. Contractor services are not required on federal holidays or when the laboratory is officially closed. Limited episodic telework may be authorized for database entry tasks during inclement weather using government‑furnished equipment.

We offer health, financial, and retirement benefits, paid leave, professional development, tuition assistance, and work‑life programs. Full‑time and part‑time employees working at least twenty hours a week on a regular basis are eligible to participate in our benefit programs.

Terrestris is an Equal Opportunity Employer (EOE). Qualified applicants are considered for employment without regard to age, race, color, religion, sex, national origin, sexual orientation, disability, or veteran status.

Applicants must be authorized to work in the U.S.