Administrative Assistant

Position Title: Research Operations Coordinator

Work Location: Ridgefield, CT 06877

Assignment Duration: 12 Months

Work Arrangement: Onsite

Position Summary:

• The Research Operations Coordinator provides practical administrative and project-coordination support to the Discovery Research Coordination (DRC) team in Ridgefield.
• Responsibilities include but are not limited to administration and tracking of purchase orders, invoice processing, event support management, vendor onboarding, communications and travel management for the team.

Background & Context:

• This role will also assist in special projects as they arise, administering certain processes and procedures including the update of relevant databases and keeping visibility on tactical actions that are assigned as part of Research Coordination Team Meetings.

Key Responsibilities:

• Purchasing and financial administration: Create and amend purchase orders in WeBuy/SAP; manage goods receipts for services, subscriptions, and operating expenses; follow up on invoice status
• Project coordination: Collect weekly action items from the DRC team, follow up with owners, and help keep tactical deliverables and deadlines on track
• Project administration: Administer process for specifically assigned process, collecting information, addressing or escalating issues as needed and updating relevant databases
• Event and workshop support: Manage room reservations, coordinate audiovisual and catering support with suppliers, submit service audio forms, communicate with attendees, and manage related logistics
• Communications: Create and distribute save-the-date calendar invitations, develop and send Microsoft Forms for feedback, and submit digital-signage requests through the PADS system
• Vendor / external party coordination: Request quotes, support vendor communications, and coordinate new-vendor onboarding activities, including CDA/NDA preparation, Cloud Vendor Risk Assessments, and Sourcing onboarding
• Equipment marketplace administration: Monitor the Lab Equipment Marketplace, maintain transfer lists, and follow up with the appropriate team contact as needed
• External support coordination: Field routine questions from external parties and connect them with Lectrona support when appropriate.
• Travel support: Assist the DRC department with travel-booking activities

Qualification & Experience:

• Strong organizational skills and attention to detail
• Ability to manage multiple routine requests, follow up consistently, and communicate status clearly
• Professional written and verbal communication skills for working with internal teams, vendors, and external parties
• Comfort learning and using business systems such as WeBuy/SAP, Microsoft Outlook, Microsoft Forms, PADS, and other related internal tools
• Ability to follow established procedures and handle administrative information responsibly
• Self-directed, service-oriented working style with sound judgment about when to escalate questions
• Ability to quickly learn and become proficient with new databases, systems and software tools
• Prior experience in administrative coordination, project support, procurement support, event logistics, or research operations is preferred
• Bachelors degree

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