Operations Specialist

Job Title:
Operations Specialist
Duration: 12 Months

Location:

Plymouth, MN
Payrate - $30/hr - $32/hr on W2
Hybrid:
Mon and Friday WFH, Tues - Thurs in office. Typical work day hours with some flexibility.

Essential Duties and Responsibilities:

1) Process Invoices (US/ROW):
Receive & log invoices from external HFE vendors, review with HFE project lead, and process payments with HFE lead authorization. (Requires knowledge and access to two separate contract processing systems, as well as Coupa)
2) Process Vendor Contracts (US/ROW):
Work with Ethics & Compliance for multiple geographies to draft contracts according to their various requirements. This includes submitting WWM review requests & seeking IRB approvals as needed. (Compliance requirements vary by geography. Up to this point, the HFE group has worked with US only Ethics & Compliance. In 2026, HFE will need to establish the same working relationship with multiple Ethics & Compliance geographic leads multiple geographies.)
3) Resolve Payment Issues:
Work with Procurement to resolve all issues related to processing payments, such as errors in vendor bank records. (Example:
Debbie spent 4 months/60 hours processing a Fieldwork overdue payment and still wasn t able to resolve an outstanding issue with Fieldwork Dallas bank account updates requested due to challenges working with Procurement.)
4) Receive, catalog, and respond to CCs:
Receive HFE Impact Assessment requests for Change Controls and review with HFE Therapy Lead. Complete all Impact Assessments when no HFE IA should have been required. Prioritize and track all CCs that should have a HFE review. (Most CC Owners continue to require HFE to perform this no value task of performing an IA when none should be required because they create the HFE IA before speaking with HFE.)
Support:
5) Collaborate with HFE group members to assess vendor capabilities, work with Procurement to onboard new vendors, and update internal supplier lists.
6) Support broader Research & Development functions when ordering needed supplies/equipment.

Qualifications:

1) Strong interpersonal and communication skills.
2) Ability to collaborate with teams, make decisions and solve work problems with minimal assistance.
3) Fluent in general MS Office tools.
4) Able to proactively identify process issues, recommend solutions and implement changes.
Education and/or

Experience:

" High school diploma or equivalent is required;
Bachelor s degree is preferred.
" Some college coursework is preferred.
" Minimum of 3 5 years of experiences.
" Minimum of 5 years of working experience supporting technical teams, ideally in a Medical Device Research and Development organization.

Admin Specialist III Key Skills Requested

• This is not a C-level or executive support role.
• Looking for general administrative support experience, including:
• Ordering materials
• Coordinating and following up with internal teams and vendors
• Supporting studies (e.g., ensuring participants show up, vendor coordination)
• Processing and entering invoices
• Day-to-day operational and clerical support