Archivist & Documentation Specialist

Pearl River, New York
April 27 2021
Position Type
Full Time
Organization Type

Supports the administration of the Vaccine Research Records Management Program in compliance with Records Management policies and procedures and the Enterprise Records Retention schedule.

Maintains the operations of the physical records room regarding archiving, indexing and retrieval of critical and non-critical physical records.

Requires a high level of organizational skills as well as task and timeline management.

Provides one-on-one end-user or group support and training to the scientific community, assisting with technical and procedural requirements as well as providing clarification of document standards and requirements.

Provides high quality customer service and record assistance through all levels of the organization.

Actively manages and maintains the electronic archive database including working with programmer on implementing needed system upgrades.

Ensures compliance of departmental documents with departmental procedures and where applicable, performs job responsibilities in compliance with GLP and all other regulatory agency requirements.

  • Supports the administration of the VRD Records Management Program ensuring records are managed and maintained according to Records Management policies and procedures, departmental policies/procedures and in accordance with defined retention times and legal holds.
  • Provides guidance to maintain the integrity of the archived records. This includes working with customers to determine the best options for their needs-including but not limited to developing and maintaining tracking sheets that fit each document collection and determining the most appropriate location for the physical records (on site or offsite) and the appropriate system for the archiving of scanned/electronic imported records.
  • Archival and indexing of critical and non-critical physical records including processing, maintaining and tracking document collections. In addition, provides guidance on assisting customers with record searches and retrieval requests.
  • Serves as the principal contact for the issuance of VRD laboratory notebooks. Ensures laboratory notebooks are managed according to Records Management policies and procedures and departmental policies/procedure.Maintains the integrity of the laboratory notebooks. This includes managing off-site records, maintaining filing systems, importing records into official electronic repositories.
  • Maintains the integrity of the laboratory notebooks. This includes managing off-site records, maintaining filing systems, importing records into official electronic repositories
  • Archives the VRD physical records stored in Pearl River and is the primary contact for offsite storage and retrieval of records at the PRSC.
  • Principle contact for scientific community for unique archive codes and filing of critical records.
  • Actively manages and maintains the electronic archive database including working with programmer on implementing needed system upgrades.
  • Execution of inventories of physical records according to requirements outlined in RDM procedures.
  • Provides audit support for physical document requests.
  • Principle contact for external contractor labs for archival of data packages and other records; working directly with each external lab's archivist to develop a process and procedure that fits our needs.
  • Process owner for controlled documentation workbooks and worksheets and assignment for VRD scientific community.
  • Satisfactorily completes all required training in conformance with departmental requirements.
  • Performs other duties as assigned associated with Records Management initiatives

  • Excellent computer skills - Microsoft Windows, Office Suite and Adobe Acrobat Professional
  • Knowledge of Documentum enterprise based systems, preferably Pfizer GDMS and Gnosis
  • Knowledge of records management systems, policies, and procedures
  • Ability to effectively transfer knowledge to end-users in both a one-on-one situation and in group settings; Knowledge of effective training methods
  • Strong oral and written communication skills
  • Ability to plan and organize work, self-motivation and ability to work effectively as part of a team
  • Demonstrated ability to work under general supervision


Light lifting of documents and/or boxes.



  • Last Date to Apply:May 21,2020
  • Eligible for Employee Referral Bonus

Sunshine Act

Pfizer reports payments and other transfers of value to health care providers as required by federal and state transparency laws and implementing regulations. These laws and regulations require Pfizer to provide government agencies with information such as a health care provider's name, address and the type of payments or other value received, generally for public disclosure. Subject to further legal review and statutory or regulatory clarification, which Pfizer intends to pursue, reimbursement of recruiting expenses for licensed physicians may constitute a reportable transfer of value under the federal transparency law commonly known as the Sunshine Act. Therefore, if you are a licensed physician who incurs recruiting expenses as a result of interviewing with Pfizer that we pay or reimburse, your name, address and the amount of payments made currently will be reported to the government. If you have questions regarding this matter, please do not hesitate to contact your Talent Acquisition representative.

EEO & Employment Eligibility

Pfizer is committed to equal opportunity in the terms and conditions of employment for all employees and job applicants without regard to race, color, religion, sex, sexual orientation, age, gender identity or gender expression, national origin, disability or veteran status. Pfizer also complies with all applicable national, state and local laws governing nondiscrimination in employment as well as work authorization and employment eligibility verification requirements of the Immigration and Nationality Act and IRCA. Pfizer is an E-Verify employer.

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