Operations and Administrative Coordinator

Empath Labs Inc.; Providence (RI); Hybrid; USD 45,000 - 52,000; Full time

Job summary

Empath Labs, based in Providence, RI, is hiring an Operations and Administrative Coordinator to keep day-to-day programs running smoothly. This role combines hands-on logistics—packing, shipping, and inventory control—with broad administrative support across study operations, design, and distribution.

The ideal candidate is highly organized, detail-oriented, and able to juggle shifting priorities while collaborating with multiple stakeholders.

Qualifications

• 1+ year in admin, logistics or operations support.
• Highly organized with attention to detail for time-sensitive tasks.
• Comfort juggling priorities across stakeholders.
• Basic Salesforce for shipping/inventory tracking.

Responsibilities

• Coordinate kit packing and shipment preparation to ensure on-time dispatch.
• Create shipping labels and schedule carrier pickups.
• Prepare shipping docs for domestic and international shipments.
• Maintain inventory records in Salesforce.
• Provide general administrative support across study operations and distribution.
• Manage office logistics such as lunches and supplies.

Skills

Administrative support

Logistics coordination

Operations support

Salesforce (basic)

Time management

Communication skills

Tools

Salesforce

Job description

Operations and Administrative Coordinator

About Empath Labs

At Empath Labs, we believe that empathy is a catalyst for better healthcare outcomes. Our flagship product, Clinical Companions, transforms the pediatric clinical trial experience through interactive, play-based tools that simulate medical procedures and reduce anxiety. By preparing children and their caregivers for what to expect, we improve adherence, retention, and trust—ultimately accelerating drug development and ensuring trials are inclusive of younger patients.

We partner with leading pharmaceutical companies and contract research organizations (CROs) to implement Clinical Companions in pediatric trials worldwide.

Role Overview

We are hiring an Operations and Administrative Coordinator to keep the day-to-day operations behind our programs running smoothly. This individual will play a dual role—executing the hands-on logistics that get kits, shipments, and materials out the door on time, while providing broad administrative support across study and business operations, design, and distribution.

This role is ideal for someone who thrives on variety, sweats the details, and keeps things moving even as priorities shift throughout the day.

Key Responsibilities

Logistics & Shipping Support

• Support fulfillment activities, including packing and quality-checking site shipments, to ensure materials are accurate, prepared, and ready for on-time dispatch.
• Create shipping labels, schedule carrier pickups, and monitor shipments as needed.
• Prepare commercial invoices and other required shipping documentation for domestic and international shipments.
• Maintain accurate inventory records in Salesforce and support routine inventory tracking and reconciliation.
• Perform quality assurance (QA) checks on program materials.
• Pack and ship marketing samples as requested, including accommodating time-sensitive requests when needed.
• Prepare and ship non-CCO packages, including replacement parts and other customer or family shipments, via various shipping agencies.

Office & Administrative Support

• Provide general administrative support across study operations, business operations, design, and distribution as priorities shift.
• Oversee intake, labeling, review and storage of manufacturing samples.
• Collect, sort, and scan incoming mail.
• Coordinate daily lunch orders for the office.
• Maintain office snack and beverage supplies, including ordering and monitoring stock levels.
• Maintain general office materials and supplies used in Empath Labs programs.

Ideal Candidate Profile

• 1+ years of experience in an administrative, logistics, or operations support role; experience in life sciences, healthcare, or a startup environment is a plus.
• Highly organized with strong attention to detail, particularly for time-sensitive shipping, QA, and inventory tasks.
• Comfortable juggling variable, fast-turnaround requests across multiple stakeholders and shifting priorities.
• Basic proficiency with Salesforce (or willingness to learn) for shipping and inventory tracking.

Physical and Additional Requirements

This role involves regular hands‑on work supporting kit packing and shipment preparation. Candidates should be able to, with or without reasonable accommodation:

• Lift and carry packages and shipment materials up to approximately 25–30 lbs.
• Stand, bend, and move around the workspace for extended periods, particularly during high-volume shipping days.
• Perform repetitive tasks such as packing, labeling, and material handling.
• Valid driver's license and reliable personal transportation, required for occasional errands such as picking up print orders and dropping off outgoing shipments.

Qualities We Value

• You are curious and enjoy learning. We’re often faced with new challenges, and celebrate diving into them.
• You are a collaborator. Teamwork makes the dream work. We look forward to pair programming, code reviews, whiteboard sessions, and lunch conversations.
• You have strong communication skills. We are storytellers, within the team and to our partners. Strong written and visual communication skills are part of collaborating effectively on our cross-disciplinary team.
• You are empathetic and emotionally intelligent. Sometimes things don’t go smoothly. Being able to solve problems while supportive and sensitive to those around you helps us build a company culture focused on respect.
• You are comfortable thinking in tradeoffs. Thinking in tradeoffs helps us focus our resources and our attention. Knowing when to push against constraints, embrace them, or create new constraints for ourselves is a critical part about setting direction.
• You think for yourself and you’re willing to speak up. The best antidote against groupthink! We value independent thinking and good conversation.
• You value simplicity. It is difficult to build complex things. It is even more difficult to take something very complex, and simplify it without sacrificing functionality.
• You value efficiency. Time is our most valuable asset.
• A sense of humor. We love our work, and we like to have fun doing it!