Office Coordinator

Key Responsibilities

• Greet and check in participants, ensuring a professional and positive experience.
• Complete appointment reminders and provide visitors with appointment information to support attendance.
• Arrange transportation to and from the office using healthcare transportation portals (UberHealth, Lyft Concierge); monitor trips to address missed rides and re-book when needed.
• Manage meal support (Uber Eats) for designated participants.
• Place calls, texts, and emails to participants who miss or reschedule visits, coordinating re-bookings to maintain study timelines.
• Serve as a key point of contact for site staff such as clinicians, clinical research coordinators and research assistants, and participants while ensuring an organized and welcoming environment.
• Support a positive participant experience and maintain professional relationships to support retention and engagement.
• Monitor and update clinician rating schedules daily; anticipate and resolve scheduling conflicts.
• Cook up and prepare the office each morning; refresh snacks, coffee, and water.
• Maintain clean, welcoming shared spaces, including the staff kitchen and waiting areas.
• Track and replenish office supplies; conduct weekly food and supply inventory.
• Order groceries and study supplies weekly; receive, track, and delegate incoming packages.
• Aid in planning and supporting office events (e.g., team gatherings).
• Develop and maintain organizational systems in collaboration with site leadership.
• Manage participant portal updates, including information, trial status, and new appointment scheduling.
• Absorb and relay important site updates (e.g., staff relocations, delegation changes, availability) to the remote Clinical Research Administrative (CRAC) team.

Job Requirements

• Minimum requirement of a bachelor’s degree.
• Strong attention to detail, organizational and time-management skills.
• Excellent written and verbal communication skills, with proficiency in professional phone, text, and email communication.
• Strong customer service and interpersonal skills.
• Ability to work collaboratively across clinical, administrative, and participant-facing teams.
• Experience in healthcare, clinical research or administrative support is a plus.
• Bilingual proficiency in Spanish is a plus.

Benefits

• 401(k) matching.
• Medical, Dental & Vision insurance.
• Employee assistance program.
• Flexible spending accounts.
• Health savings account.
• Life insurance.
• Paid time off.
• Parental leave.
• Professional development assistance.