Job Description

The Clinical Coordinator plays a vital role within the Clinical Operations team, providing seasoned administrative and logistical support across a variety of clinical trial activities. This role is responsible for ensuring studies are well-organized, audit-ready, and progressing smoothly by flexibly managing documentation, image and data tracking, payments, device logistics, and meeting coordination. As a core and consistent member of the team, the Clinical Coordinator is regarded as a peer among fellow coordinators and a reliable contributor to study success.

Responsibilities:

Clinical Documentation & Site Support

• Manage essential clinical documentation, including IRB approvals, informed consent forms, agreements, and regulatory files.
• Track and update CVs and credentials for study site personnel.
• Serve as a primary contact for clinical sites regarding documentation needs and visit scheduling.
• Maintain organized, audit-ready study files within electronic systems.

Image & Data Management

• Coordinate the collection, processing, and tracking of clinical images and related data from sites and core labs.
• Troubleshoot and resolve data submission issues with sites and vendors to ensure completeness and timeliness.
• Ensure image data quality and compliance by maintaining accurate records in the EDC system.

Payments & Financial Tracking

• Process payments to study sites, vendors, core labs, and data management groups.
• Maintain and update payment tracking databases; provide accrual information to the Finance team.
• Communicate regularly with vendors and sites to support timely and accurate financial transactions.

Device & Logistics Coordination

• Manage logistics for study device shipments, returns, and related documentation.
• Track device inventory, usage, and return status.
• Collaborate with Operations to facilitate purchase orders and coordinate shipping logistics.

Meeting & Training Support

• Assist with planning and coordinating investigator meetings, site coordinator trainings, and study committee meetings (in-person and virtual).
• Support travel arrangements and meeting logistics as needed.
• Prepare training materials, track participant attendance, and monitor related expenses.

General Team Support

• Assemble and maintain study materials, binders, and equipment supplies.
• Provide backup support to fellow Clinical Coordinators during periods of high workload.
• Participate in continuous improvement efforts and team-wide initiatives.

Qualifications:

• Associate or Bachelor’s degree required; degree in life sciences, healthcare, or a related field preferred.
• 3–5 years of experience in clinical research, clinical trials, or a regulated healthcare setting.
• Strong understanding of clinical documentation requirements and trial operations.
• Proficient in Microsoft Office (Excel, Word, PowerPoint, Outlook); experience with EDC systems or clinical databases is highly preferred.
• Exceptional organizational skills with the ability to handle multiple priorities in a dynamic environment.
• High attention to detail, accuracy, and follow-through.
• Excellent communication skills and the ability to foster productive relationships with internal teams, clinical sites, and vendors.
• Demonstrated dedication to a coordinator-level role and a commitment to team stability and performance.

Salary of $60,000 to $80,000 + 5 to 7 % bonus

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