Administrative Assistant

RIVANNA is seeking a hands-on, detail-oriented team member to support our manufacturing operations during a pivotal product transition. This role is a hybrid of production support and administrative coordination - you'll be on the manufacturing floor kitting materials and validating devices in the morning, and processing customer quotes and updating quality records in the afternoon. If you thrive in a fast-paced environment where no two days look the same and you take pride in keeping things organized and moving forward, this is the role for you.

You'll work closely with our technicians, quality team, and customer service lead to ensure our products get built on time and our customers are taken care of.

Job Responsibilities:

Production Support

• Kitting and staging materials for Accuro ultrasound system production runs
• Completing production work orders and maintaining accurate documentation throughout the build process
• Printing and applying product labels in accordance with labeling work instructions
• Performing end-of-line validation testing on completed Accuro units
• Conducting the Monthly Manufacturing Inspection to validate production processes per regulatory requirements

Administrative, Quality & Logistics

• Preparing and sending customer quotes; following up on new customer inquiries via the sales inbox
• Performing incoming inspections on Accuro and 3S materials per documented quality procedures
• Processing returned medical devices (RMAs), including disinfection and documentation per established protocols
• Updating and maintaining RMA and Nonconformance Report (NCR) logs in the quality management system
• Executing inventory transactions in Fishbowl ERP, including receipts, transfers, and consumption records
• Supporting customer service and logistics activities as needed during peak periods

Requirements

Minimum Qualifications:

• High school diploma or equivalent required; associate's degree preferred
• Strong organizational skills and attention to detail, with the ability to manage multiple tasks across different functional areas simultaneously
• Comfortable working both on a production floor and at a computer throughout the day
• Ability to follow standard operating procedures (SOPs) and work instructions with precision
• Effective written and verbal communication skills for customer-facing correspondence
• Proficiency with Microsoft Office Suite (Outlook, Excel, Word)
• Ability to lift up to 40 lbs and stand for extended periods during production activities

Preferred Education and Experience

• Experience in a medical device, pharmaceutical, or other regulated manufacturing environment
• Familiarity with quality management systems (ISO 13485, FDA 21 CFR 820, or similar)
• Experience with ERP or inventory management systems (Fishbowl, Net Suite, SAP, or similar)
• Experience with CRM platforms (Hub Spot or similar)
• Previous experience processing RMAs, incoming inspections, or nonconformance documentation
• Knowledge of medical device labeling and packaging requirements

About Rivanna Medical, Inc.: Rivanna Medical, Inc. is a privately held designer, manufacturer, and distributor of world-first, imaging-based medical solutions based in Charlottesville, VA. Rivanna Medical, Inc. operates an FDA-registered and ISO 13485:2016 certified manufacturing facility where it produces the Accuro® product line and related medical equipment and components. Accuro is the world's first spinal navigation device designed to improve the safety, speed, and efficiency of spinal needle guidance procedures.

Rivanna Medical, Inc.'s revolutionary platforms feature Bone Enhance® Multi-Frequency Image Reconstruction, which optimizes ultrasound for the visualization of bony versus soft tissue anatomy, and Spine

Nav3D™ AI-Based Spine Recognition, which automates ultrasound image interpretation.

Employee Benefits at Rivanna Medical, Inc.: Rivanna Medical, Inc. offers a comprehensive benefits package, which includes health insurance, vision and dental coverage, group life insurance, long-term disability insurance, paid time off, a 401(k) plan with company match, and more. We are continually seeking to enhance our team with individuals who bring unique perspectives and experiences.…