R&D Administrative Coordinator

Scope: 

The Administrative Coordinator, R&D provides high-level administrative support to the Head of Science & Technology while also offering broader support to the R&D team. This role is vital in ensuring the smooth functioning of executive operations through proactive coordination, communication, and organizational excellence.

Job Summary:

We are seeking a seasoned, confident, and tech-savvy professional who excels in fast-paced environments, exercises sound judgment, safeguards confidentiality, and approaches every internal and external interaction with professionalism, proactivity, and a positive attitude.  Provide high-level administrative and operational support to executives and teams, focusing on purchasing and budgeting. Oversee communications initiatives and maintain organized systems for workflows and documentation. Act as a key liaison for internal and external stakeholders, supporting meetings, events, and projects with professionalism and discretion. 

Essential Functions & Accountabilities:

• Administer departmental purchasing card (P-card) program in accordance with company policies including the review and reconciliation of monthly P-card transactions, ensuring accuracy and proper documentation

• Serve as the Buyer/Orderer for the R&D Department which includes:

  • Manage the full lifecycle of Purchase Orders (POs), from requisition intake through issuance, tracking, receipt, and closure
  • Review and validate purchase requisitions for accuracy, budget alignment, and policy compliance
  • Generate and issue POs in ERP systems, ensuring correct pricing, terms, and vendor details
  • Monitor open POs and maintain accurate records, including updates, amendments, and cancellations

• Serve as Office Manager for R&D Department which includes: 

  • Oversee day-to-day office operations to ensure a well-functioning and organized work environment
  • Coordinate workspace assignments, desk allocations, and onboarding setup for new employees
• Serve as a point of contact for internal and external stakeholders, exhibiting professionalism, discretion, and strong communication skills.
• Coordinate and support team-wide projects, team meetings, offsites, and events, including compiling agendas, producing meeting materials, capturing action items, and following up.
• Manage administrative processes such as organizational charts, department procedures, meeting logistics, commercial headcount tracking, and onboarding support for new team members, as well as other projects that arise.
• Proactively identify opportunities to improve administrative processes, increase efficiency, and support team success.
• Prepare, process, and track expense reports with precision and timeliness, maintaining awareness of company reporting standards.

• Departmental Point of Contact & Coverage: Serve as the central contact for the department, addressing routine questions and coordinating support needs. 

• Travel Support: Coordinate site visits for Head of Department given the knowledge and close communication with the global R&D locations, employees at each facility, and site activities to optimize global meetings. 

• Leadership Team Coordination: Provide oversight for the seven direct reports to the Head of Department, maintaining awareness of PTO, travel, departmental events, and employee whereabouts (facilitating this communication with the Head and Executive Assistant), collecting a shared departmental calendar. 

Travel: 

• Travel requirement approximately 5% of working time

Work Environment:

• Occasionally lift to 30 pounds
• Potential prolonged sitting in front of a computer

• 3-5 years of relevant experience in a Administrative or Buyer role required - preferably in a global, matrixed healthcare or medical device environment.
• Proven ability to operate with high discretion and handle confidential or sensitive information appropriately.
• Exceptional verbal and written communication skills
• Strong time management, prioritization, and organizational skills; able to manage multiple priorities and tight deadlines effectively.
• Demonstrated capability to work independently with minimal direction and exercise sound judgment in a dynamic environment.
• Experience supporting global teams and working across multiple time zones.
• Demonstrated ability to foster collaboration, act as a team player, and maintain a positive, solution-oriented mindset.

Education:

• Associate’s or Bachelor’s degree preferred, or equivalent work experience.
• Mastery of Microsoft Office Suite (Outlook, Word, PowerPoint, Excel, Teams).
• Experience with Microsoft Dynamics D365ERP System a plus

As an employee of CooperSurgical, you'll receive an outstanding total compensation plan. As we believe your compensation goes beyond your paycheck, we offer a great compensation package, medical coverage, 401(k), parental leave, fertility benefits, paid time off for vacation, personal, sick and holidays, and multiple other perks and benefits. Please visit us at www.coopersurgical.com to learn more about CooperSurgical and the benefits of becoming a member of our team.

To all agencies: Please, no phone calls or emails to any employee of CooperSurgical about this opening. All resumes submitted by search firms/employment agencies to any employee at CooperSurgical via-email, the internet or in any form and/or method will be deemed the sole property of CooperSurgical, unless such search firms/employment agencies were engaged by CooperSurgical for this position and a valid agreement with CooperSurgical is in place. In the event a candidate who was submitted outside of the CooperSurgical agency engagement process is hired, no fee or payment of any kind will be paid.

We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender, gender identity or expression, or veteran status. We are proud to be an equal opportunity workplace.  If you are interested in applying and require special assistance or accommodations due to a disability, please contact us at [email protected]

The good faith estimate of the salary range for this role is $27 per hour. The actual amount offered is determined by a number of factors including but not limited to location, skills and experience.