Senior Administrative & Records Specialist

On-Site Lead / Senior Administrative & Records Specialist

FDA Laboratory Support

Job Title: On-Site Lead – Senior Administrative & Records Specialist
Locations: Multiple U.S. locations, including Arkansas, Colorado, Kansas, New York, Washington, California - Irvine and Alameda - and Georgia
Type: Full‑Time, On‑Site at assigned FDA laboratory
Salary Range: $58,000 – $78,000 per year, location‑adjusted; higher in California, New York, and Washington metro areas

Serve as the on‑site lead and senior specialist providing critical administrative and records management support at one of the FDA's Human and Animal Food Laboratories.

In this hands‑on leadership role, you will ensure high‑quality execution of document scanning, records archiving, destruction compliance, and general laboratory administrative operations. You will also coordinate daily activities, support workload management, and mentor team members.

• Lead day‑to‑day operations at the assigned laboratory, ensuring all tasks meet quality standards and performance metrics.
• Perform and oversee advanced document preparation, high‑volume scanning to searchable OCR PDF format, quality control using established checklists, file optimization, and upload to LIMS with proper notifications.
• Manage hard‑copy records archiving, including organizing, boxing, labeling, barcoding, indexing, inventory maintenance, retrieval, and off‑site movement coordination.
• Coordinate and document witnessed records destruction in accordance with FDA retention schedules.
• Provide senior‑level administrative support, including meeting coordination, minutes, action item tracking, Excel‑based budget and inventory tracking, SharePoint management, mail handling, purchasing support, and data entry.
• Serve as the primary on‑site point of contact for the government laboratory supervisor and COR.
• Ensure compliance with IT security, HSPD‑12/PIV requirements, and all FDA procedures.
• Mentor and support junior team members; assist with training compliance and quality audits.
• Identify process improvement opportunities and support smooth management of workload fluctuations.

• Associate's degree or higher in Business, Records Management, or a related field;
  Bachelor's degree preferred.
• Minimum of 4–6 years of experience in administrative support, document management, records management, or laboratory support roles.
• Demonstrated experience with document scanning/OCR processes, records archiving, and Microsoft Office Suite.
• Advanced Excel and SharePoint experience strongly preferred.
• Strong attention to detail, organizational skills, and ability to manage multiple priorities in a fast‑paced environment.
• Experience working in government, laboratory, or highly regulated environments is highly desirable.
• Ability to routinely lift and move boxes up to 15 pounds and perform physical tasks associated with archiving.
• Ability to obtain and maintain HSPD‑12 / PIV badge and suitability determination.
• U.S. citizenship or authorization to work in the United States.
• Reliable transportation required.

• Prior experience with LIMS or similar laboratory information systems.
• Lead or supervisory experience in administrative or records functions.
• Knowledge of federal records retention and destruction procedures.
• Experience supporting quality control or compliance audits.