Senior Administrative & Records Specialist

Job Description

Job DescriptionOn-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

About the Opportunity

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.

Key Responsibilities

• 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.

Qualifications

• 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.

Preferred Qualifications

• 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.