Strategic Partnership Associate/Administrative Assistant-Chicagoland

Design Science is a cool company dedicated to testing medical devices before they go to market.  We aspire to be the best human factors consultancy world-wide with offices in Chicago, Philadelphia and Munich.  We just celebrated our 32 year anniversay but love our start-up culture. The Strategic Partnership Associate (SPA) recruits paid participants to be part of our studies.  If you have recruiting experience, great customer service skills and are excited about having an impact on lives of patients and caregivers globally, we want to talk to you! 
PURPOSE OF THE JOB:

• The Strategic Partnership Associate (SPA) supports the company’s research teams by recruiting people and facilities to participate in studies as well as coordinating details for field research.
• The SPA plays a vital part in initiating and maintaining relationships with physicians, nurses, patients, and hospital systems, and is responsible for actively expanding our participant database.
• The SPA also provides occasional administrative assistance when needed (e.g., assists staff in maintaining appropriate health records for admittance to hospitals, helps book site-visit travel, answers phones, staffs front desk in Office Manager’s absence, etc.).
• The ideal SPA is a personable, friendly, organized, and proactive team member. They have experience in administrative support, customer service/hospitality, and sales.
• This position sits at the reception desk and manages participants for studies along with other administrative tasks as assigned for about 25% of the time.  75% of the job is spent recruiting with the SPA team.

MAJOR RESPONSIBILITIES:

• Seek out new potential study participants (e.g., social media, search engines, advertisements, etc.)
• Create study schedules, communication copy (emails, faxes, advertisements), and screening documents
• Provide initial contact and make follow up calls to potential participants
• Aid in establishing positive reputation with study participants
• Organize and maintain participant and facility records
• Compile resources for recruiting department
• Obtain necessary clearance(s) for company admittance to hospital/clinical settings
• Attend off-site recruiting events to build relationships and expand participant database (e.g., 5K Diabetes Walk, etc.)
• Provide updates on progress of projects to project teams
• Build and maintain rapport with past, present, and future participants and medical centers
• Coordinate and track distribution of study Honorarium to participants
• Complete other tasks as requested by authorized personnel
• Admin support as requested

EDUCATION AND EXPERIENCE:

• High school diploma or equivalent required; college degree beneficial
• Minimum 2 years of inside sales, recruiting, administrative and or related experience
• Flexibility to adjust normal 9am-5pm work hours projects when necessary
• Availability to work occasional weekend hours for recruiting events 

• Basic understanding of usability/human factors and field research or willingness to learn
• Advanced to expert proficiency in Microsoft Office applications (Word, PowerPoint, and Excel),
• Strong communication skills (e.g., compiling written communications to participants, well-spoken, positive, and professional on phone calls, emails etc.
• Keen sense of resourcefulness and problem-solving skills
• Ability to manage time independently and adapt to changing timelines
• Experience in cold calling
• Familiarity with hospital processes, including vendor clearance systems, a plus (e.g., Reptrax, Vendormate, etc.) preferred
• Interest and/or experience working with healthcare professionals
• Knowledge of Health Insurance Portability and Accountability Act (HIPAA)
• Ability to prioritize tasks and manage multiple projects at once
• Ability to learn software programs as needed
• Knowledge of and proficiency in SalesForce is preferred
• Availability to travel (less than 10%)
• The finalist will be required to pass a background check.

WORKING CONDITIONS: Office environment
PHYSICAL EFFORT: Frequent sitting and keyboarding. Frequent use of phone and video calls to communicate with participants and team members. Occasionally lift, push and pull 20 lbs.
ENVIRONMENTAL CONDITIONS: Typical inside office environment
WHAT WE OFFER: This is a salaried position and IS NOT commission based.

• Fully paid medical, dental, vision plans
• Retirement plans with company match
• Paid holidays and generous PTO
• Great training
• Team building and professional development opportunities
• Great colleagues and so much more!

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Design Science is dedicated to providing a nurturing, inclusive work environment and encourages candidates with diverse backgrounds to apply.

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