Design Science is a human factors consultancy, founded in 1991. Our mission is to amplify the needs of patients, their caregivers, and healthcare professionals in order to cultivate the advancement of healthcare technology. We do this in partnership with some of the world’s leading medical device and pharmaceutical companies, harnessing the skills of members of our organization in human factors research, design, and video to collect important insights about how users interact with medical products. Research results in outcomes like easier and faster therapies, and ultimately, a better quality of life for patients.

Design Science is headquartered in the heart of Philadelphia, PA, with offices in Evanston, IL and Munich, Germany. We have over 30 employees working across our three locations. Our team is made up of diverse, talented, caring individuals who value socially impactful work in a collaborative culture. We offer the opportunity to grow as a professional, experiencing a wide variety of projects and clients in a growing organization.

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 Office Manager, 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 Research Director and staff in the Evanston office, the Administrative Coordinator manages hospitality, facility, and equipment needs, particularly as they pertain to on-site research studies. The Administrative Coordinator will assist with video management and will receive training for all video related tasks. Our ideal Administrative Coordinator is extremely proactive, organized, and detail oriented. He/she must be able to maintain a high level of confidentiality. The position 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.  The Administrative Coordinator opportunity is required to be on-site in Evanston.

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 Research Director and staff 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
• Assist with video management i.e., room setup, troubleshooting with Screen Guys as needed, assisting with tech questions as needed by conferring with experts in Philadelphia, backing up study videos and other duties as needed.  Training will be provided for video related tasks.  
• 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 learn new software programs as required
• 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) from Design Science’s Evanston’s 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, the best co-workers, and more!

Other:

Resume / cover letter required. Chicagoland 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 . 

EEO

Minorities, females, individuals with disabilities and veterans are strongly encouraged to apply