Administrative Assistant

RIVANNA is seeking a hands-on, detail-oriented team member to support our manufacturing operations during a pivotal product transition. This role is a hybrid of production support and administrative coordination — you’ll be on the manufacturing floor kitting materials and validating devices in the morning, and processing customer quotes and updating quality records in the afternoon. If you thrive in a fast-paced environment where no two days look the same and you take pride in keeping things organized and moving forward, this is the role for you. You’ll work closely with our technicians, quality team, and customer service lead to ensure our products get built on time and our customers are taken care of.

Job Responsibilities:

Production Support

• Kitting and staging materials for Accuro ultrasound system production runs
• Completing production workorders and maintaining accurate documentation throughout the build process
• Printing and applying product labels in accordance with labeling work instructions
• Performing end-of-line validation testing on completed Accuro units
• Conducting the Monthly Manufacturing Inspection to validate production processes per regulatory requirements

Administrative, Quality & Logistics

• Preparing and sending customer quotes; following up on new customer inquiries via the sales inbox
• Performing incoming inspections on Accuro and 3S materials per documented quality procedures
• Processing returned medical devices (RMAs), including disinfection and documentation per established protocols
• Updating and maintaining RMA and Nonconformance Report (NCR) logs in the quality management system
• Executing inventory transactions in Fishbowl ERP, including receipts, transfers, and consumption records
• Supporting customer service and logistics activities as needed during peak periods

Minimum Qualifications:

• High school diploma or equivalent required; associate’s degree preferred
• Strong organizational skills and attention to detail, with the ability to manage multiple tasks across different functional areas simultaneously
• Comfortable working both on a production floor and at a computer throughout the day
• Ability to follow standard operating procedures (SOPs) and work instructions with precision
• Effective written and verbal communication skills for customer-facing correspondence
• Proficiency with Microsoft Office Suite (Outlook, Excel, Word)
• Ability to lift up to 40 lbs and stand for extended periods during production activities

Preferred Education and Experience

• Experience in a medical device, pharmaceutical, or other regulated manufacturing environment
• Familiarity with quality management systems (ISO 13485, FDA 21 CFR 820, or similar)
• Experience with ERP or inventory management systems (Fishbowl, NetSuite, SAP, or similar)
• Experience with CRM platforms (HubSpot or similar)
• Previous experience processing RMAs, incoming inspections, or nonconformance documentation
• Knowledge of medical device labeling and packaging requirements

About Rivanna Medical, Inc.: Rivanna Medical, Inc. is a privately held designer, manufacturer, and distributor of world-first, imaging-based medical solutions based in Charlottesville, VA. Rivanna Medical, Inc. operates an FDA-registered and ISO 13485:2016 certified manufacturing facility where it produces the Accuro® product line and related medical equipment and components. Accuro is the world's first spinal navigation device designed to improve the safety, speed, and efficiency of spinal needle guidance procedures. Rivanna Medical, Inc.'s revolutionary platforms feature BoneEnhance® Multi-Frequency Image Reconstruction, which optimizes ultrasound for the visualization of bony versus soft tissue anatomy, and SpineNav3D™ AI-Based Spine Recognition, which automates ultrasound image interpretation.

Employee Benefits at Rivanna Medical, Inc.: Rivanna Medical, Inc. offers a comprehensive benefits package, which includes health insurance, vision and dental coverage, group life insurance, long-term disability insurance, paid time off, a 401(k) plan with company match, and more. We are continually seeking to enhance our team with individuals who bring unique perspectives and experiences. This diversity of thought and perspective drives innovation and strengthens our commitment to creating an inclusive team environment where our core values of trust, humility, and dedication are practiced every day.

Equal Employment Opportunity Statement: Rivanna Medical, Inc. is committed to providing equal employment opportunities to all employees and applicants without regard to race, ethnicity, religion, color, sex (including childbirth, breastfeeding, and related medical conditions), gender, gender identity or expression, sexual orientation, national origin, ancestry, citizenship status, uniform service member and veteran status, marital status, pregnancy, age, protected medical condition, genetic information, disability, or any other protected status in accordance with all applicable federal, state, and local laws. All employees must be able to lift at least 25 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of their positions.