ADMINISTRATIVE ASSISTANT

Position Summary

The Administrative Assistant provides administrative and organizational support to the Laboratory Manager and laboratory team. This position assists with maintaining laboratory documentation, coordinating schedules and meetings, tracking required records and deadlines, organizing training and competency documentation, supporting supply and vendor coordination, and facilitating communication between laboratory personnel and other departments.

Essential Duties and Responsibilities

Administrative Support

• Provide day-to-day administrative support to the Laboratory Manager and laboratory leadership.
• Manage calendars, schedule meetings, coordinate appointments, and assist with laboratory-related meetings and activities.
• Prepare correspondence, reports, spreadsheets, presentations, meeting agendas, and other administrative materials.
• Take and distribute meeting minutes and track assigned follow-up items as requested.
• Maintain organized electronic and physical laboratory files and records.
• Serve as an administrative point of contact between the Laboratory Manager, laboratory staff, Human Resources, Finance, Operations, vendors, and other departments.
• Assist the Laboratory Manager with special projects and operational initiatives.

Compliance & Documentation Support

• Assist with organizing and maintaining laboratory policies, procedures, forms, logs, and other controlled documents.
• Maintain administrative tracking systems for document reviews, approvals, expiration dates, and required updates.
• Assist with preparation and organization of documentation for regulatory inspections, audits, and accreditation activities.
• Maintain files related to proficiency testing, quality control, equipment maintenance, corrective actions, and other laboratory activities as directed by the Laboratory Manager.
• Track outstanding documentation and follow up with appropriate personnel regarding completion.
• Assist with organizing CAP, CLIA, HHS, and other applicable regulatory or accreditation documentation.

Laboratory Operations Support

• Assist with tracking laboratory supplies, office supplies, equipment needs, and inventory.
• Prepare and process purchase requests, purchase orders, invoices, and other documentation as assigned.
• Communicate with vendors regarding orders, deliveries, service appointments, and administrative matters.
• Coordinate equipment service, preventive maintenance appointments, and vendor visits at the direction of laboratory leadership.
• Maintain calendars and administrative records for scheduled equipment maintenance and service.
• Assist with tracking laboratory contracts, service agreements, vendor documentation, and renewal dates.
• Identify administrative or operational issues and escalate them to the Laboratory Manager as appropriate.

Skills & Qualifications

• Strong organizational and time-management skills with the ability to manage multiple priorities and deadlines.
• Exceptional attention to detail and recordkeeping skills.
• Strong written and verbal communication skills.
• Ability to handle confidential and sensitive information appropriately.
• Proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Ability to create and maintain spreadsheets, tracking systems, electronic files, and administrative records.
• Ability to communicate professionally with employees, leadership, vendors, and external organizations.
• Ability to work independently while recognizing when matters require escalation to laboratory leadership.
• Strong follow-through and ability to monitor outstanding tasks and deadlines.
• Ability to learn laboratory terminology, processes, and regulatory documentation requirements.
• Experience working in a healthcare, laboratory, medical, or other regulated environment preferred.

Education & Experience

• High school diploma or equivalent required.
• Associate's or bachelor's degree in Business Administration, Healthcare Administration, Office Administration, or a related field preferred.
• Two or more years of administrative support experience preferred.
• Previous experience supporting a laboratory, healthcare organization, medical office, or regulated environment strongly preferred.
• Experience with compliance documentation, employee records, purchasing, inventory, or vendor coordination preferred.

Physical & Other Requirements

• Ability to work in an administrative environment located within or adjacent to laboratory operations.
• Ability to sit and work at a computer for extended periods.
• Ability to maintain confidentiality of employee, patient, laboratory, and organizational information.
• Ability to comply with applicable laboratory safety, HIPAA, confidentiality, and organizational policies.
• May occasionally be required to lift or move office or laboratory supplies of reasonable weight.