Project Assistant

Innovenn, Inc.

Project Assistant

Madison, Wisconsin, United States | Full-time

Innovenn is seeking a detail-oriented and highly organized Project Assistant to support scientific, technical, and documentation needs across a variety of projects, including human factors studies, medical device and drug development work, regulatory-focused research, and quality system support. This position plays an important role in ensuring project execution, accurate documentation, and high-quality study coordination in a regulated environment.

• Provide scientific and technical support to assigned billable and non-billable projects.
• Assist with the development, validation, and documentation of new products and expansion of existing products following industry best practices and design controls.
• Draft, edit, and review project documents in accordance with applicable procedures, regulations, standards, and guidance (e.g., plans, protocols, reports, submission summaries).
• Conduct literature research on scientific, market, or client-related topics to ensure current and accurate information.
• Collect and analyze data as instructed to support project outcomes.
• Prepare finalized materials such as slide decks and charts for internal and external teams.
• Attend project meetings to take notes and document action items.

• Ensure testing and training rooms are set up accurately and on time per protocol.
• Document receipt, storage, and transport of study materials following standard operating procedures.
• Set up video equipment and troubleshoot technical issues before, during, and after sessions.
• Monitor and record environmental measurements during training and testing.
• Document study timing, obtain participant and observer signatures, and complete required testing documentation.
• Test and document calibration of equipment per company SOPs.

• Recruit, screen, schedule, and follow up with study participants using research databases.
• Manage incoming and outgoing participant communication in a timely and professional manner.
• Conduct screening interviews using protocol-specific questionnaires.
• Maintain recruiting trackers in real time to support coordination among stakeholders.
• Assist with documentation and tracking of participant compensation.

• Organize and maintain project-related quality system documentation and training files.
• Assist with selecting and qualifying suppliers and vendors to ensure compliance with internal procedures and regulatory requirements.
• Support investigations of deviations from established processes during testing.
• Assist with audit preparation, including taking notes during audits.

• Provide quality control document editing for grammar, consistency, and formatting.
• Maintain and increase job knowledge through ongoing research, professional publications, and educational opportunities.
• Adhere to company policies related to health and safety and quality management.

• Associate or Bachelor’s degree in a health-related discipline.
• Minimum of one (1) year of professional business experience.
• Advanced proficiency in Microsoft Office Suite (PowerPoint, Word, Excel) and Teams/SharePoint environments.
• Strong organizational skills, attention to detail, and problem-solving ability.
• Excellent written and verbal communication skills, including the ability to write clear reports, papers, and project documentation.
• Ability to work efficiently both independently and as part of a collaborative team.

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