Office Administrator

Science 37’s mission is to accelerate clinical research by enabling universal trial access for patients. Through our solutions, The Metasite™ and Patient Recruitment, we accelerate enrollment by expanding the reach of clinical trials to patients beyond the traditional site and rigorously qualifying patients prior to referring them to a traditional site. Our solutions are powered by a proprietary technology stack with in-house medical and operational experts that enhance quality through standardized workflows and best-in-class study orchestration.

POSITION OVERVIEW

The Office Administrator plays an active and key role in ensuring that the Raleigh, NC office is supported and functions smoothly and efficiently. This position requires a high level of attention to detail, a positive “can-do” attitude, patience, flexibility, enthusiasm, dependability, discretion, and trustworthiness. The Incumbent should have a strong sense of accountability and take pride in their work.

DUTIES AND RESPONSIBILITIES

Duties include but are not limited to:

1. Manages the reception area to ensure all visitors are greeted, checked-in and announced
2. Functions as the face and representative of Science 37 by remaining professional at all times
3. Coordinates and orders daily office lunches and special events in an efficient and cost-effective manner
4. Distributes mail and helps coordinate any incoming and outgoing mail
5. Determines the need for equipment, furniture, supplies in a cost-effective manner and under maximum utilization
6. In conjunction with Finance and/or HR leadership, negotiates the purchase of office supplies and furniture, office equipment, etc., in accordance with company purchasing policies and budgetary restrictions
7. Ensures the office, kitchen, and conference rooms and well maintained, clean, orderly, and presentable
8. Coordinates facilities and vendors and supervises the maintenance and alteration of office areas and equipment, as well as layout, arrangement and housekeeping of office facilities
9. Monitors the supply level of office and kitchen supplies and ensures they are ordered in a timely fashion and when necessary
10. Ensures emergency evacuation system and drills are in place and that their activities are coordinated
11. Assists HR through facilitation of onboarding and off-boarding of employees in the office
12. Reorders and monitors building access keys and back-up to security access cards, etc.
13. Manages office-wide communications and happenings
14. Helps establish and develop the S37 culture and team atmosphere by example; helps build morale and a work environment based on inclusiveness
15. Focuses on improving and fostering a workplace based on trust, recognition and mutual respect
16. Upholds company policies in order to maintain an ethical and productive workplace
17. Communicates proactively when changes in plans occur and justifies exceptions to policies or practices
18. Manages others’ expectations appropriately and proactively communicates any potential problems or roadblocks
19. Considers both policy and past practices when rendering a decision, and proactively escalates matters that may have precedent-setting value; displays good judgment when it comes to disclosing and escalating matters requiring review and signoff
20. Assists and/or coordinates special company events, office visits and off-sites
21. Maintains the strictest confidence by keeping all confidential information private
22. Assists Senior Leadership in any administrative needs such as calendar management, travel, PowerPoint slides, etc.
23. Keeps HR and other leadership abreast of happenings and issues and works with them to handle any issues that may arise in the Raleigh Office
24. Participates as needed in special office projects

QUALIFICATIONS & SKILLS

Qualifications 

The following qualifications are preferred and/or equivalent applicable experience:

1. Bachelor’s degree or equivalent work experience
2. 2+ years of administrative/office management experience 
3. Computer skills – Strong working knowledge of MS Office suite and Google applications. Able to generate business correspondence, create forms and generate reports as required. Willingness to gain expertise in the use of proprietary software.

Skills/Competencies

1. Strong communication and presentation skills – Excellent interpersonal skills and professional demeanor. Must have the ability to communicate accurately and clearly, both orally and in writing. 
2. Computer skills - Working knowledge of MS Office suite and Google applications. Able to generate business correspondence, create forms and generate reports as required. Proficiency with MS PowerPoint required. 
3. Knowledge of field organizational strategies - The ability to adapt to a rapidly changing work environment. Successful decentralized team management and situational responsive decision-making.
4. Extensive knowledge of clinical research - Understands the drug development process. Knowledgeable about the critical elements for success in clinical trials; participation in and contribution to these activities. 
5. Team management and collaborative capabilities – Commitment to collaboration, within and across departments. Leverages each team member’s unique background and perspective to achieve team goals while providing clear direction and accountabilities.
6. Interpersonal Savvy - Understands interpersonal and group dynamics and reacts in an effective and tactful manner. Has a range of interpersonal skills and approaches with ability to select a best-fit approach. 
7. Practices professionalism and integrity in all actions – Demonstrated ability to foster concepts of teamwork, cooperation, self- control, and flexibility to get the work done. The ability to adapt to a rapidly changing work environment. Able to successfully work in a decentralized team environment. Skilled in situational responsive decision-making.
8. Excellent problem-solving and people skills- Communicate ideas effectively to resolve conflicts and achieve business goals. 
9. Practices professionalism and integrity in all actions – Demonstrated ability to foster concepts of teamwork, cooperation, self- control, and flexibility to get the work done.
10. Ability to work independently, self-directed, strong work ethic and adherence to deadlines.
11. Ability to be flexible and capable of working independently or as part of a team. 

Capabilities 

1. Up to 10% travel, as needed, for work related activities and meetings, as needed
2. Able to embody our organization’s core principles
3. Regular and punctual attendance on a consistent basis while remaining flexible in scheduling when needed
4. Ability to communicate in English (both verbal and written)
5. Self-starter

BENEFITS

At Science 37, our focus is to provide you with a comprehensive and competitive total reward package that supports you at all stages of your career - both now and into the future. Our success depends on the knowledge, capabilities, and quality of our people. That’s why we are committed to developing our employees in a continuous learning culture – one where we challenge you with engaging work that adds to your professional development.

Science 37 is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law. 

Science 37 values the well-being of its employees and aims to provide team members with everything they need to succeed.

Submit your resume to apply!