Data Specialist - Entry Level; Onsite

Position: Data Specialist/Administrative Asst - Entry Level
Location: San Diego, CA
Duration: 12 Months
Total Hours/week: 40.00
Shift: 1st Shift
Client: Medical Devices Company
Job Category: Administrative/Clerical
Employment Type: Contract on W2 (US Citizens, GC Holders, GC EAD, OPT, EAD, CPT)

Hours:

40 hrs week (8-4:30 preferred, but can flex)

• This Data Specialist II will report directly to the Instrumentation Manager for Operations.
• This position is responsible for providing general administrative support for the Instrumentation department and technician within the Operations organization.
• Duties include coordinating and facilitating vendor visits for maintenance activities, managing spreadsheets pertaining to department metrics, monitoring and converting work requests to work orders in CMMS, and assisting technicians with asset movements within the asset management database.

• Works on assignments that may be complex in nature, requiring independent thinking and high initiative to resolve issues and develop recommendations.
• Maintains a high level of discretion and sensitivity.
• Coordinates and facilitates vendor visits for equipment installation/qualification, calibration, preventive maintenance, and repairs.
• Updates the asset management database with vendor report documents for all activities.
• Assists with department metrics management and prepares presentations for leadership.
• Coordinates with internal and external management‑level staff to accomplish activities.
• Ensures proper handling, record storage, and document compliance per the client Record Retention Policy.
• Supports the company’s reputation and client social responsibility initiatives.
• Drafts communication related to activities and collaborates with vendors, subcontractors, or other personnel.
• Other projects or duties as assigned.

• High School diploma, GED or equivalent; AA is preferred.
• Minimum 3 years recent administrative experience supporting senior management.

• Proficient interacting with individuals at all levels.
• Experience maintaining confidentiality and handling sensitive information.
• Excellent written and verbal communication skills, including strong grammar, spelling, punctuation, composition, and proofreading.
• Advanced knowledge of MS Word, Excel, PowerPoint, and Outlook.
• Knowledge of CMMS usage (BMRAM, MAXIMO, etc).
• Ability to thrive in a fast‑paced and rapidly changing environment.
• Meticulous organizational and time management skills, attention to detail, and ability to multi‑task.
• Manages shifting priorities and balances requests from multiple individuals.
• Self‑starter who learns quickly and works efficiently.

• Walking: moves on foot often in confined spaces.
• Carrying: transports objects by hand or arms.
• Hands/Arms: operates instrumentation and hand tools.
• Handling: works with hands.
• Lifting: raises and lowers pumps, motors, and related items.
• Reaching: extends arms in any direction.
• Stooping: bends down and forward at knees or waist.
• Height: works in and out of confined spaces.
• Operates company equipment and vehicles.
• Sitting: meetings, work benches, etc.

• Noise: occasionally works in noisy conditions.
• Personnel Protective Equipment required: safety glasses, gloves, safety shoes.