Design Science is a research firm focused on amplifying the needs of end-users to cultivate advancement in healthcare technology. Our clients hire us to ensure their medical devices, products, and systems are safe, effective, and easy to use. Our research teams work together to collect data from simulated and real-use environments such as hospital operating rooms, clinics, and homes to support design decisions for increasing usability of products among intended users.

Snapshot:

Do you have experience managing a fast-paced office? Do you thrive on maintaining organization and keeping track of important details? Do you love managing a budget and finding a deal? Do you dream of planning events and hosting guests in a way that makes people feel warm, welcome, and appreciated? If you answered ‘yes’ to all of the above, you might be our next Administrative Coordinator!

Reporting to the Head of Talent and Culture, the Administrative Coordinator performs a variety of administrative and office management activities in support of the company’s mission, vision, and goals. In addition to assisting the Head of Talent and Culture, CEO, and CSO, the Administrative Coordinator manages hospitality, facility, and equipment needs, particularly as they pertain to on-site research studies. Our ideal Administrative Coordinator is extremely proactive, organized, and detail-oriented. He/she must be able to maintain a high level of confidentiality. The  has financial responsibilities, including making purchases per order request forms, using QuickBooks to cut checks for research study participants, and running bank errands. The Administrative Coordinator must keep an eye on the annual administrative spending and reconcile all purchases per the company’s expense reporting system on a bi-weekly basis.

What you’ll be doing:

• Ensure front desk is staffed at all times during business hours (e.g. coordinate internal resources when Administrative Coordinator must be away from desk)
• Answer phone/emails and redirect correspondence appropriately as needed
• Manage incoming/outgoing mail and packages
• Take primary responsibility for all incoming guests, particularly as related to on-site research studies (e.g. administering consent forms to research study participants, placing meal orders for clients, etc.)
• Assist with facilities management (e.g. reserving conference rooms and labs, placing maintenance requests, assisting with general office cleaning, etc.)
• Assist with maintenance of company archives and files, including following company’s Good Documentation Practices procedure
• Provide administrative assistance to CEO and other executives as requested (e.g. book travel, schedule meetings, etc.)
• Perform work-related errands (e.g. bank, FedEx, etc.)
• Manage admin spending (e.g. order office supplies, process order requests, reconcile expenses, etc.)
• Oversee equipment storage, tracking, and organization
• Plan internal office celebrations (e.g. quarterly birthday parties, etc.)
• Perform additional tasks as requested by authorized personnel

What you bring:

• High school diploma or equivalent required; college degree beneficial
• Minimum 2-3 years administrative support in an office environment or related administrative experience required
• Proficiency in MS Office Suite
• Proficiency in QuickBooks Online
• Strong organizational and planning skills
• Team player with excellent people skills
• Proactive problem-solver
• Flexibility in fast-paced environment
• Attention to detail
• Ability to maintain a high level of confidentiality
• Ability to lift 10-15 lbs. and walk up to 0.5 – 1 mile(s) for office errands
• Ability to work full-time (i.e., 8:30 am – 5 pm EST) from Design Science’s Philadelphia office. Flex hours permitted when appropriate based on office needs.
• The finalist will be required to successfully complete a background check

Here’s what we’re offering:

• Full-time position (40+ hrs/week)
• Salary commensurate with experience
• Lots of benefits: Health, dental, vision, life, disability, 401k, bonus-eligibility, 20 days PTO to start, family leave, flex work hours, all you can drink coffee, free gym, the best co-workers, and more!

Other:

Resume / cover letter required. Local Philadelphia candidates highly preferred. No relocation package available. 

Visit our website / blog at www.dscience.com for more information on the company, or check us out on social media @designscience .