Clinical Trial Coordinator

Description

JOB SUMMARY

The Clinical Coordinator provides experienced administrative and logistical support to the Clinical Operations team. This role manages a broad range of trial coordination activities—from image and data tracking to documentation, payments, device logistics, and meeting support. The position flexes across responsibilities based on team workload, ensuring studies run smoothly and are audit-ready. The Clinical Coordinator is a key, stable member of the Clinical Operations group and valued as a peer to other coordinators.

KEY RESPONSIBILITIES

Clinical Documentation & Site Support

• Manage clinical site documentation, including IRB approvals, informed consent materials, agreements, and regulatory files.
• Track and maintain current CVs and credentials for study site personnel.
• Serve as a point of contact for clinical sites on documentation and follow-up visit schedules.
• Maintain accurate, audit-ready study files in electronic systems.

Image & Data Management

• Coordinate receipt, processing, and tracking of clinical images and related data from study sites and core labs.
• Resolve issues with sites and vendors to ensure timely and complete data submissions.
• Maintain image data records in EDC and ensure quality and compliance.

Payments & Financial Tracking

• Process site payments, vendor invoices, and compensation for data management groups, core labs, and study committees.
• Develop and maintain payment tracking databases to ensure accuracy and provide accrual information to Finance.
• Communicate with sites and vendors to ensure timely and accurate payment processing.

Device & Logistics Coordination

• Support operations with study device shipments, returns, and documentation.
• Maintain accurate records of device disposition and returns.
• Coordinate with Operations on purchase orders and shipping logistics.

Meeting & Training Support

• Assist in coordinating investigator, study coordinator, and committee meetings (on-site and remote).
• Assist with travel and logistics when supporting meetings.
• Prepare training materials, track attendance, and monitor meeting costs.

General Team Support

• Order, assemble, and maintain supplies of study binders, materials, and equipment.
• Provide cross-coverage to support other coordinators as workloads shift.
• Contribute to process improvements and team initiatives as needed.

Requirements

EDUCATION

• Associate or Bachelor’s degree required; degree in life sciences or healthcare field preferred.

EXPERIENCE

• 3–5 years of experience in clinical research, clinical trials, or FDA-regulated healthcare environment.

KNOLWEDGE, SKILLS AND ABILITIES

• Strong knowledge of clinical documentation requirements and trial operations.
• Skilled in Microsoft Office (Excel, Word, PowerPoint, Outlook); proficiency with EDC or clinical databases strongly preferred.
• Excellent organizational skills with the ability to manage multiple priorities in a fast-paced environment.
• Strong attention to detail, accuracy, and follow-through.
• Clear communicator who builds positive working relationships with internal teams, sites, and vendors.
• Demonstrated commitment to a coordinator-level role as a valued and stable contributor.