POSITION SUMMARY
The QMS Administrative Assistant is responsible for administrative management of the Quality Management System (QMS) system and document control system. Works closely with the manager, department engineers and assists in all company audits (internal and external). This includes but is not limited to scheduling, setting audit agendas, data collection and retrieval, and being present and participating in all audits. Responsible for the companies document control management system (Master Control) and assures relevant documents used at Fujimi Corporation are deployed into the document control management system per company policy. Includes assessing and processing product related documentation, drawings, department process flowcharts, procedures, product/process specifications, external standards, validation protocols and work instructions as used by the business. Will be the key point of contact for items related to the organizations QMS/EHS related ISO, customer and other audits.
ESSENTIAL FUNCTIONS
- Responsible for the document control management system (Master Control) and become the expert in its operation, continually finding ways to improve use of it’s functions and efficiencies across the organization.
- Launch and maintain change control for documents; process and track all changes assuring a standard format of new and revised documents is maintained.
- Responsible for the initiation of training for new and revised documents and then distributing / maintaining the department reference binders for master policies, procedures, forms where applicable.
- Coordinate periodic review of procedures and forms. Maintain the archives and historical files for mastered documents and records.
- Support the maintenance of the training database, training records, historical files on training programs and signature files.
- Set up users in the data management system and provide training to new hires on how to use the system effectively.
- Ensure that proper procedures are being followed in making database changes, additions and deletions.
- Be a quality auditor for compliance and audit execution.
- Coordinate and manage ISO9001, ISO14001, and customer audits, including but not limited to preparing audit documentation/reports, scheduling audits with auditors (internal and external), communicating pre-audit or closing audit items to stakeholders, participation in audits, providing additional support to Quality Engineers in the audit process.
- Stays up to date on auditing standards and regulations as well as company policies and procedures to ensure accurate and compliant audits.
- Perform other job-related duties as assigned.
POSITION QUALIFICATIONS
Competency Statement(s)
Oral Communication
Ability to communicate effectively with others using the spoken word.
Written Communication
Ability to clearly and concisely communicate using the written word.
Detail Oriented
Ability to pay attention to the minute details of a project or task.
Initiative
Ability to make decisions or take actions to solve a problem or reach a goal.
Motivation
Ability to inspire oneself and others to reach a goal and perform to the best of their ability.
Problem Solving
Ability to find a solution for, or deal proactively with work-related problems.
Strategic Planning
Ability to develop a vision for future and create a culture in which the long range goals can be achieved.
Training
Ability to develop a particular skill in others to bring them up to a predetermined standard of work performance.
Intrapersonal Skills
Ability to work effectively with all levels of people.
Organized
Possessing the trait of being organized or following a systematic method of performing a task.
SKILLS & ABILITIES
Education
High School Graduate or GED required. Associates (2 year college or technical school) or Bachelor’s Degree (4 year college or technical school) preferred in a related field, or relevant experience in document control / auditing.
Experience
1-3 years experience in document control specialization including experience with internal and external audits. Experience working with MasterControl a plus.
Computer Skills
Proficiency in Microsoft Office Suite and using document control based systems.
Certifications & Licenses
Other Requirements
Experience in schedule coordination. Knowledge of ISO and RBA a plus.
PHYSICAL DEMANDS
N (Not Applicable)
Activity is not applicable to this position.
O (Occasionally)
Position requires this activity up to 33% of the time (0 – 2.5+ hrs/day)
F (Frequently)
Position requires this activity from 33% – 66% of the time (2.5 – 5.5+ hrs/day)
C (Constantly)
Position requires this activity more than 66% of the time (5.5+ hrs/day)
Frequently: Sit, manually manipulate, reach outward, grasp items, speak.
Occasionally: Stand, walk, reach above shoulders, squat or kneel. Occasionally will lift/carry up to 20 pounds and push/pull up to 100 pounds (with assist or equipment for weights greater than 50 pounds).
Not Applicable: This position does not lift or carry more than 20 pounds.
Other Physical Requirements: Ability to wear Personal Protective Equipment (PPE) including but not limited to Safety Glasses and Hearing Protection.
WORK ENVIRONMENT & CONDITIONS
Works primarily in an office environment with occasional exposure to manufacturing and warehouse areas.
MENTAL OR VISUAL DEMAND
Continuous visual attention required in process of reviewing, handling and processing documents and their associated change requests and other clerical tasks. Requires ability to think critically to coordinate efficient planning and scheduling of audits and times to meet with internal stakeholders related to document control requests, updates and other tasks. Requires constant awareness of standardized processes, personnel training assignment changes, audit schedules. Results oriented with a sense of urgency and motivation to drive results.
ATTENDANCE
Regular attendance is essential to the smooth operation of our company and shows respect for the department personnel, including team members and your manager who may do your job in your absence. It is necessary for you to report to work regularly and on time.
SAFETY
Be an active participant in the company’s safety culture by following safe practices and performing duties in accordance with acceptable, safe work procedures and Fujimi approved operating standards.
FLSA STATUS
Non-Exempt
EEO CLASSIFICATION
Administrative Support Workers
The company has reviewed this job description to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee’s ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This document does not represent a contract of employment, and the company reserves the right to change this job description and/or assign tasks for the employee to perform, as the company may deem appropriate.
EEO Statement
Fujimi Corporation provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.
Reasonable Accommodations Statement
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.
