Radiation Safety Administrative Coordinator

Radiation Safety Administrative Coordinator

Job Description

Description:
Role Overview

We are seeking a strong administrative professional to support a national Radiation Safety team. This is NOT a technical radiation role—it is a systems-driven, administrative position supporting compliance workflows and documentation.

Key Responsibilities

Review and validate regulatory forms (FDA submissions)
Perform QA checks using internal systems
Support compliance documentation and records management
Coordinate dosimetry programs and communications
Process invoices and track administrative workflows
Maintain data in internal applications (Power Apps, SharePoint, SAP)

Required Qualifications

Strong administrative experience in a fast-paced environment
Advanced proficiency with Microsoft tools (Excel, Outlook, Teams)
Comfort working in multiple systems/databases simultaneously
Experience with workflow tools, trackers, or internal systems
High attention to detail and ability to follow structured processes
Strong communication and organizational skills

Preferred Qualifications

Experience with compliance, regulatory, or QA processes
Exposure to healthcare, medical devices, or radiation safety (nice-to-have only)

Volume / Work Environment

High-volume processing environment (forms & compliance workflows)
Structured processes with training provided
Team-oriented but independent work execution
Logistics

Safety Support Coordinator

Provides support for multiple radiation safety compliance programs including radiation dosimetry, radiation safety training, FDA 2579 submissions, Texas Equipment Performance Evaluations, X-Ray Demonstration Registrations, Radioactive Material Licensing and Service X-Ray Registrations.Primary:Direct support of FDA 2579 Submissions: performs technical review of all FDA Form 2579 for accuracy and completeness.

Specific job functions:
Compares information on forms against system information in P40
Makes corrections to forms as needed
Tracks missing or deficient forms
Submits forms to FDA, State Agencies and customers
Files completed forms as required
Communicates missing or deficient forms to field
Review FDA 2579 mailbox
Maintains associated databases

Direct Support of License billing and payment:
Tracks, files and submits payments to state agencies for licenses and other billso Checks / PCardsAdministrative tasks associated with Radiation Safety:
Filing paperwork associated with Service X-Ray Registrations and Radioactive Material Licenses
Enrolling and maintaining personnel for Radiation Safety related trainings.Supports the Radiation Dosimetry Program: reviews dosimetry requests in Radiation Safety Mailbox and radiation dosimetry as needed.

Supports the Radiation Dosimetry Program:

Reviews dosimetry requests in Radiation Safety Mailbox and radiation dosimetry as needed.

Specific job functions:
Reviews Radiation Safety Officer mailbox for dosimetry requests
Communicate prior dose requests to hiring manager
Files dose requests as required
Issues and ships dosimeters as required
Supports quarterly ring dosimeter shipments
Maintains associated databases Supports X-Ray

Demonstrations:

Reviews X-Ray Demonstration requests and submits to state agencies as required.

Specific job functions:
Reviews X-Ray Demonstrations mailbox for X-Ray Demonstration event requests
Uploads event requests into Demonstration database
Performs technical review of event requests against specific state regulations
Submits event requests as required to state agencies
Updates submitter that event is approved Supports Texas

Equipment Performance Evaluations:

Reviews work performed from various service reports to see if an EPE is required.

Specific job functions:
Review Texas EPE mailbox for required communications
Review service reports for events where EPEs are required.
Enter EPE requirements into SAP and Texas EPE database
Contact customer within prescribed timeline to either schedule EPE or ensure EPE was performed by customer
Contact contracted physics groups as required
File Texas EPE documentation
Update databases as required

Skills Required:
Technical Acumen with MS Programs and Platforms is a Must.
Knowledge of SAP systems
Proficient with Microsoft Access, PowerPoint, Excel, Outlook and Word
excellent verbal and written communication skills

Skills Desired:
Familiar with Power platform


Notes:
Schedule: 8AM-5PM

VIVA is an equal opportunity employer. All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job. This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status