NEW JOB OPENING
ADMINISTRATIVE ASSISTANT
IN Issaquah, WA, USA!

Education: High School Diploma



Purpose of Role: Temporary coverage for current Administrative Assistant on maternity leave.



Schedule Expectations

• 20 hours per week, ideally spread over 4 days; 3 days possible if needed.

• Typical onsite coverage: 9:30 AM – 4:00 PM window, but flexibility is available.

• Monday preferred as one of the working days.



Workload & Time Allocation

• ~30%: Model administration

• ~10%: Vendor/PO tasks

• Remainder: Consent forms, filing, scheduling, scanning support, and general coordination.



Required Skills

• Strong communication and interpersonal skills.

• Proficiency with Microsoft Office (Outlook, Word, calendars).

• Ability to support and collaborate with team members.

• Comfortable working with internal tools (training will be provided).

• Scheduling, coordinating, admin tasks.



Top Priorities (First 90 Days)

• Ensure smooth day to day operations of the scan suites with minimal disruption to the team.

• Manage timely payments for both models and vendors (e.g., linens, supplies).

• Oversee accurate handling and filing of consent forms and general administrative documentation.



Nice to Haves

• Power BI experience (not required but beneficial).

• Any experience with databases or clinical/ultrasound environments is a bonus but not expected.



Key Responsibilities

• Model Scheduling & Coordination

• Schedule 1–2 models per day (typically known in advance).

• Coordinate with team members to align schedules.

• Book rooms and maintain the shared calendar.

• Onsite Model Support

• Greet models at reception and escort them to scanning areas.

• Notify the scan team when models arrive.

• Administrative Tasks

• Submit vendor and model invoices through Client' internal payment system (Pegasus or similar).

• Scan and file consent forms; perform quality checks with the Principal Investigator.

• Manage general inbox and communication with team and models.

• Assisting with the day-to-day operations of the Clinical Scan Suite.

• Maintaining the database of scan models, scheduling models as needed by clinical staff, preparing documentation packages for scans, reviewing completed exam documentation to ensure accuracy, submitting payments for scan models through the Accounts Payable tool, scanning completed exam documents, filing them, and uploading electronic copies to the designated location.

• Maintaining the Issaquah equipment inventory database

• Maintaining the database of personnel authorized to perform scans and ensuring credentials remain current

• Assisting the Site Principal Investigator in maintaining error-free compliance with site-specific Live Scanning Protocols

• Supporting Ultrasound Clinical Monitor and Regulatory audits of clinical scanning activities and process compliance, including uploading notes and corrections per monitoring reports under the Principal Investigator’s supervision

• Troubleshooting payment-related issues and complaints

• Assisting the clinical team with logistical tasks related to live scanning, such as escorting models in and out of scan sessions and more.

• Submitting and following up on POs for the linen vendor and maintaining communication to ensure timely payments and deliveries

• Supporting validation activities, including maintaining the validation dashboard, making CRF updates as needed, and coordinating related validation efforts

• Recruiting new scan models, processing required documentation, creating vendor numbers, and putting their information into the model database

• Ordering clinical supplies such as ultrasound gel, USB drives, ECG stickers, and other materials.

• Ensuring the cleanliness of the scan suite is maintained and contacting the appropriate personnel when attention is needed

• **Only those lawfully authorized to work in the designated country associated with the position will be considered.**

• **Please note that all Position start dates and duration are estimates and may be reduced or lengthened based upon a client’s business needs and requirements.**