Regulatory Affairs Documentation / Records Specialist

Boston Scientific • Arden Hills, MN

11d • $35,984 - $61,152 • Onsite

About The Position

The Regulatory Affairs Documentation/Records Specialist provides critical administrative and document support for worldwide product registration, import and tender activities, helping ensure products reach the patients who need them. This role primarily manages requests through email and request management systems and coordinates document authentication activities, including notarization, apostille and legalization. This position completes defined tasks accurately and on time, maintains clear records and status updates, and supports small projects under clear direction. Additional responsibilities may include product support activities such as data entry, document quality checks, record reconciliation and other administrative tasks.

Requirements

• High school diploma or equivalent.
• Ability to obtain and maintain an active Minnesota Notary Public commission and perform notarial acts as required for the role.
• Ability to follow detailed written procedures and complete assigned work accurately within established timelines.
• Strong attention to detail, organization and recordkeeping skills.
• Clear written and verbal communication skills, including professional communication with internal partners and external service providers.
• Basic proficiency with Microsoft Office applications, including Outlook, Word and Excel, and the ability to learn request management and document systems.
• Ability to handle business documents and information with appropriate confidentiality and care.

Nice To Haves

• Current Minnesota Notary Public commission.
• Administrative support, document coordination, records management or customer service experience in a regulated, legal, government or corporate environment.
• Experience coordinating notarization, apostille, authentication or consular legalization activities.
• Experience using a ticketing, request management, case management or workflow system.
• Experience maintaining SharePoint sites, libraries, lists or permissions within an established governance process.
• Experience communicating with suppliers, vendors, government offices, embassies, consulates or document service providers.
• Ability to manage multiple routine requests, recognize priorities and escalate questions appropriately.
• Customer-focused, dependable and collaborative, with the ability to work effectively within clearly defined processes.

Responsibilities

• Receive, review, track and complete document retrieval and authentication requests.
• Confirm requests contain the information and supporting documentation needed for processing and follow up with requestors when information is missing or unclear.
• Maintain accurate request statuses, notes, completion records and supporting documentation.
• Communicate clearly with requestors regarding status, questions, expected next steps and completion.
• Support SharePoint site and library maintenance, including uploading, organizing, updating and archiving content in accordance with established practices.
• Coordinate document authentication activities supporting worldwide product registrations, import permits and tenders, including notarization, apostille, consular or embassy legalization, and related certification steps.
• Prepare documents and supporting materials for authentication in accordance with instructions and country-specific requirements provided by Regulatory Affairs or other business partners.
• Arrange notarization of eligible documents and serve as a Minnesota notary when required.
• Coordinate document submission, shipment, return and status follow-up with government offices, service providers, consulates, embassies, suppliers and internal partners, as applicable.
• Maintain organized and traceable records of authenticated documents, correspondence, fees, shipments and completion evidence.
• Escalate incomplete documentation, unusual requests, delays or potential compliance concerns to the appropriate team member.
• Complete small, well-defined project tasks under clear direction, following established timelines and instructions.
• Prepare, format, organize and maintain documents, trackers, templates and routine communications.
• Communicate with suppliers and service providers to request documentation, clarify administrative requirements, monitor status and obtain completion evidence.
• Assist with data entry, document quality checks, record reconciliation and other administrative activities as assigned.
• Identify opportunities to improve clarity, consistency or efficiency within assigned administrative processes and share suggestions with the team.

Benefits

• Health insurance
• Dental insurance
• Vision insurance

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED