Operations, Finance & Contracts Coordinator
To apply please send a resume and cover letter to the hiring manager (Kathryn Zavala) at careers@medtechinnovator.org.
MedTech Innovator is the world’s largest life science accelerator, committed to improving human health by supporting startups and scale-ups that are transforming healthcare.
We are seeking an Operations, Finance & Contracts Coordinator to support agreement administration, contractor and vendor onboarding, day-to-day financial operations, invoicing, compliance tracking, and operational activities.This role will provide essential administrative and operational support across multiple initiatives, helping ensure efficient program execution and effective stakeholder engagement.
The ideal candidate is proactive, process-oriented, and comfortable working across internal teams, contractors, vendors, subject matter experts, and external stakeholders. This role is well suited for someone who enjoys building operational structure, improving administrative processes, and supporting mission-driven programs that advance innovation and public health.
Responsibilities may evolve over time as programs are launched, expanded, modified, or concluded.
Who You Are
- Highly organized and detail-oriented, with strong administrative, operational, and financial coordination skills
- Comfortable managing multiple priorities and deadlines simultaneously in a fast-paced environment.
- Strong communicator with the ability to work effectively across internal and external stakeholders.
- Proactive, adaptable, and solutions-oriented, with the ability to operate independently in a remote setting.
- Experienced in finance coordination, accounting operations, contracts administration, operations, or related fields (ideally in a nonprofit, government-adjacent, or mission-driven organization)
- Comfortable working with agreements, invoicing systems, expense tracking, financial recordkeeping, trackers, reporting tools, and process documentation
- Proficient with tools such as QuickBooks Online, Bill, or comparable accounting software; Google Workspace, Microsoft Office, Excel, Slack, Zoom, and related collaboration platforms
- Familiarity with federally funded, contract-funded, grant-funded, or compliance-oriented programs preferred.
- Bachelor’s degree required; equivalent experience will be considered.
What You’ll Do
Agreement & Contractor Administration
- Prepare, distribute, track, and manage contractor, consultant, subject matter expert (SME), and vendor agreements using established templates and processes.
- Maintain agreement records, amendments, execution dates, and supporting documentation.
- Collect and manage required documentation, including resumes, CVs, tax forms, and onboarding materials.
- Serve as a point of contact for agreement-related administrative questions and follow-up.
- Develop and maintain templates, forms, SOPs, and related documentation to support efficient agreement administration.
Financial Operations & Recordkeeping
- Process accounts payable, code invoices to the correct program or cost center, route for approval, and submit for payment in a timely manner
- Track accounts receivable, monitor incoming payments, follow up on outstanding receivables, and flag discrepancies for resolution
- Maintain organized, complete financial records: receipts, backup documentation, expense reports, and invoice files
- Support budget tracking across programs and cost centers, flagging variances between actuals and plan for leadership review
- Maintain financial tracking dashboards and records in accounting software and related systems
- Coordinate with the bookkeeper by providing documentation, schedules, and backup materials on a timely basis to support monthly close and audit readiness
- Assist with expense categorization and coding in accordance with organizational and program-specific requirements
Billing & Payment Coordination
- Facilitate onboarding of contractors, consultants, SMEs, and vendors within payment systems.
- Track invoice submissions and follow up on outstanding invoices, payment setup requirements, and supporting documentation.
- Review invoices for completeness, accuracy, and compliance with organizational requirements before routing for payment
- Maintain invoice payment records and tracking systems.
- Prepare reports related to agreement status, invoicing activity, payment processing, and outstanding actions.
Compliance & Program Support
- Support compliance activities related to federally funded programs, including conflict of interest documentation and record management.
- Assist with onboarding SMEs, contractors, and vendors, ensuring completion of required compliance documentation.
- Maintain financial and operational records in accordance with federal grant and contract requirements, supporting audit readiness
Why This Role
- Opportunity to support innovative, mission-driven programs with meaningful real-world impact.
- Exposure to emerging technologies, startups, and healthcare innovation ecosystems.
- Collaborative, mission-driven, entrepreneurial, and fast-moving work environment.
- Fully remote role with flexibility and ownership over operational responsibilities.
- Opportunity to help build and improve operational systems that support growing programs.
Compensation and Benefits
- Competitive salary commensurate with experience
- Medical, dental, and vision benefits
- Generous PTO and holiday schedule
- Fully remote work environment
- Minimal travel requirements
Equal Opportunity Statement
We are an equal opportunity employer and are committed to building a diverse and inclusive workplace. We do not discriminate on the basis of race, color, religion, sex, gender identity or expression, sexual orientation, national origin, age, disability, veteran status, or any other protected characteristic under applicable law. Candidates must be legally authorized to work in the United States at the time of hire and not require current or future sponsorship for employment visa status.
How to Apply
To apply please send a resume and cover letter to the hiring manager (Kathryn Zavala) at careers@medtechinnovator.org.
| Compensation | $28.00 - $35.00 / hour |
| Reports To | COO |
| Location | United States, Remote |
| Status | Non-Exempt |
| Position Type | Full-Time |
| Travel | Minimal |
The hourly compensation range for this role is $28.00 – $35.00 per hour. The actual compensation offered will vary depending on the applicants experience, skills, qualifications, and market data.
Note
This job description is intended to describe the general nature and level of work being performed by individuals assigned to this role. Duties, responsibilities, and activities may change or be modified at any time based on organizational and programmatic needs. Management reserves the right to assign or reassign responsibilities as necessary.
At MTI, we are committed to a secure and transparent hiring process. Please note the following:
All communication regarding your application and interviews will come exclusively from an official MTI email address (e.g., @medtechinnovator.org). We will never contact you via unofficial email addresses (such as @outlook.com, @gmail.com, @yahoo.com, etc.), third-party messaging apps, social media, or personal accounts. All interviews are conducted only via phone or Zoom. We do not conduct in-person interviews unless explicitly arranged by our hiring team. If you receive any communication that does not align with these guidelines, please contact us immediately at careers@medtechinnovator.org to report it. Thank you for your interest in joining MedTech Innovator.