Critical features of this job are described under the headings below. They are not meant to be all inclusive and are subject to change at any time due to reasonable accommodation or other business reasons.
General Purpose of the Position:
This role is an opportunity to strengthen and improve how the business documents, standardizes, and continuously improves its processes. The Quality Systems & Process Improvement Specialist will partner with global teams to design, implement, and maintain quality systems and documentation that make critical information clear and accessible, helping the organization scale growth, drive efficiency, and make a meaningful impact across the business.
Current Projects
Integrated Management System (IMS) Development – ISO 45001
- Lead the development and implementation of the Integrated Management System to align with ISO 45001 requirements.
- Identify gaps between current practices and ISO standards and support corrective action planning.
- Coordinate with cross-functional stakeholders to document, standardize, and maintain system processes.
- Support readiness activities for certification audits, including documentation control and evidence collection.
Logistics Procedures Documentation Project
- Collaborate with James Philips and logistics stakeholders to document end-to-end logistics processes and procedures.
- Translate operational workflows into clear, controlled procedures aligned with quality and compliance requirements.
- Ensure logistics documentation is integrated into the IMS and maintained according to document control standards.
Quality Communications
QA Monthly Newsletters
- Develop, write, and curate monthly QA newsletters highlighting quality metrics, initiatives, audit outcomes, and key updates.
- Coordinate input from Quality, Operations, and Leadership teams.
- Distribute newsletters to relevant stakeholders and maintain communication records.
Lessons Learned Monthly Newsletters
- Collect lessons learned from projects, audits, incidents, and continuous improvement activities.
- Analyze trends and convert findings into actionable, easy-to-understand communications.
- Create and distribute monthly lessons learned newsletters to promote organizational learning and prevention of repeat issues.
Quality Audits
- Provide support for internal and external audits, including audit preparation, scheduling, and coordination with auditors.
- Assist in the development, review, and distribution of audit reports.
- Track audit findings, corrective actions, and closeout activities.
- Maintain and oversee the Post-Project Audit Register to ensure timely follow-up and continuous improvement.
Management of SFFS Dashboards
- Maintain and update SFFS quality dashboards with accurate and timely data.
- Validate data sources and ensure alignment with quality reporting requirements.
- Monitor trends and support reporting for leadership review and decision-making.
Required Qualifications
- Proven experience in administration, documentation, and reporting.
- Proficient in Microsoft Office applications, including:
- Word/Outlook/PowerPoint/Teams/Dropbox
- Strong analytical skills with the ability to gather, interpret, and present data effectively.
- Excellent organizational and time management abilities.
- Exceptional communication and interpersonal skills.
- Attention to detail and a commitment to accuracy.
- Excellent writing skills for procedures, policies and other documents.
- Ability to take on multiple projects at once and prioritize accordingly.
Preferred Qualifications
- Experience administering SharePoint sites and content.
- Advanced Excel skills, including complex formulas, conditional formatting, automation, pivot tables, and dashboards.
- Familiarity with intellectual property (IP) documentation or processes is a plus, but not required; this can be learned on the job.
Contacts:
- Primarily interacts with manager and others inside Quality & Engineering department.
Decision/Judgement:
- Independent judgment is used regarding day-to-day processes and procedures, as well as ongoing project tracking and reporting scopes
- Guidance from management is provided for matters involving money, or for issues that will have a broad or company-wide impact
- Decisions are guided by a general understanding of the company’s mission, vision, values, standards of operation and mutually determined strategies and objectives
Effort/Working Conditions:
- Job is performed onsite in a typical office environment 5 days a week, with no unusual physical requirements
- Some flexibility is required including occasional overtime to meet seasonal or other peak workload demands
- Primary time zone for deliverables and communication is US Eastern Time
- Most communication uses MS Teams and email
Education and Experience Required:
- Associate Degree
- 2 years work experience in administrative/analytical/systems role.
Equal Employment Opportunity
IGS is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected classification under applicable law.
