ADMINISTRATIVE ASSISTANT

Position Title: Administrative Assistant

Company: The Jacobs Institute, Inc.

Location: Buffalo, NY

Employment Type: Part-Time

Salary Range: $17.00- $22.00 per hour

Role Summary:

Why the Jacobs Institute?

The Jacobs Institute (JI) is a non-profit 501(c)(3) organization whose mission is to drive next generation technologies in vascular medicine through the collisions of clinicians, researchers, industry, and entrepreneurs. Our vision is that the Jacobs Institute’s medical innovation improves healthcare outcomes and result in economic development in Western New York.

Working at the Jacobs Institute means you will be able to work with passionate and creative people. On a given day, you may interact with JI Board members, welcome medical device company leaders, support the Leadership Team, and make sure one of our clinical programs is a success.

Why this role is important at the Jacobs Institute?

This role will be responsible for assisting with various office tasks, meeting scheduling, managing communications, maintaining records, tracking resources, and supporting our Office of Regulatory Services and Office Quality Services. Additional responsibilities include administrative management of reports (editorial formatting and other administrative work). The ideal candidate will be comfortable working in a dynamic environment and have a passion for helping ensure the quality and compliance of medical devices.

Key Responsibilities:

  • Administrative Support:
    • Manage staff schedules.
    • Schedule meetings.
    • Track staff schedules and input time into work tracking platforms (e.g., Clockify).
    • Provide general administrative support to the team, including filing, data entry, and document management.
    • Assist in preparing and organizing documents for ISO 13485 audits and regulatory inspections.
    • Manage department supplies and maintain inventory.
    • Assist with scheduling meetings, webinars, and appointments for the Chief Regulatory Officer/ Chief Quality Officer.
    • Prepare and distribute meeting agendas and minutes.
  • Regulatory Documents Assistance:
    • Help maintain compliance records and documentation related to ISO 13485 and other regulatory standards.
    • Assist in organizing and tracking regulatory submissions, approvals, and certifications.
    • Support internal audits and document reviews to ensure adherence to quality management systems (QMS).
  • Communication and Coordination:
    • Handle incoming calls, emails, and inquiries from stakeholders, directing them to appropriate team members.
    • Coordinate with internal teams to ensure timely communication and information flow.
    • Assist with preparation of reports, presentations, and correspondence as required.
  • Database and Record Keeping:
    • Maintain accurate and up-to-date records for medical device projects and compliance documentation.
    • Organize and file regulatory documents and quality management system records.
  • Other Duties:
    • Assist with special projects as required.
    • Provide support for various team members across different departments as needed.

Qualifications:

  • Education: High School Diploma required; Associate's or Bachelor's degree in business, healthcare, or a related field preferred.
  • Experience: Minimum of 1-2 years of administrative support experience. Experience in a medical device, healthcare, or regulatory compliance environment is a plus.
  • Skills:
    • Strong organizational skills with an ability to prioritize and manage multiple tasks.
    • Excellent communication skills (written and verbal).
    • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint).
    • Experience with document management systems and databases is a plus.
    • Detail-oriented with a strong commitment to maintaining accuracy in all tasks.
  • Personal Attributes:
    • Ability to work independently and as part of a team.
    • Proactive and self-motivated with a positive, can-do attitude.
    • Ability to maintain confidentiality and adhere to ethical standards.
    • Interest in healthcare, medical devices, or regulatory affairs is an advantage.

Schedule:

This is a part-time position with flexible hours to set a recurring schedule each semester. The expected commitment is approximately 24 hours per week (negotiable).

Application instructions:

Interested candidates are invited to submit their resume, cover letter, and references to cflick@jacobsinstitute.org. Please include "Administrative Assistant" in the subject line.

This job description outlines the general nature and key features of the Administrative Assistant role. It is not intended to be an exhaustive list of all responsibilities, duties and skills required.

The Jacobs Institute, Inc. is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.