Patient Recruitment Coordinator

Qualifications

• Education: Bachelor’s degree in a life science, public health, communications, healthcare administration, or related field preferred; equivalent clinical research experience considered.
• Experience: 1–3 years of experience in clinical research, patient recruitment, healthcare coordination, or a related support role preferred. Exposure to a site network, CRO, or clinical research site environment is a plus. Familiarity with clinical trial processes, including study start-up, informed consent, and IRB submissions, is advantageous.
• Skills & Competencies:
  • Strong organizational skills with the ability to manage multiple tasks and studies simultaneously without sacrificing accuracy.
  • Excellent written and verbal communication skills; able to correspond professionally with both internal teams and external site contacts.
  • Patient-first mindset and commitment to ethical, compliant recruitment practices.
  • Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); comfort with CTMS platforms or databases is a plus.
  • Collaborative team player with the initiative to work independently on assigned tasks.
  • Attention to detail, especially in documentation, material review, and data tracking.

Essential Functions / Areas of Accountability

Recruitment Operations & Site Support

• Support the execution of patient recruitment strategies across assigned studies, working under direction of the Recruitment Manager.
• Serve as a day-to-day point of contact for site coordinators and site Directors regarding recruitment activity, inquiries, and material needs.
• Coordinate scheduling of pre-screening calls, referral follow-ups, and site check-ins related to enrollment progress.
• Maintain and update tracking logs for leads, referrals, screening outcomes, and enrollment status across active studies.
• Coordinate with recruitment vendor partners to ensure patient leads and referrals are accurately documented, tracked, and maintained within the EmVenio CTMS.

Material Development & Marketing Coordination

• Coordinate with the marketing team on the development and review of patient-facing recruitment materials (flyers, digital ads, provider letters, etc.).
• Support quality review of study-specific materials to ensure alignment with sponsor requirements, IRB approvals, and GCP standards.
• Assist in submitting recruitment materials for IRB review and tracking approval status.
• Help compile and organize recruitment collateral for site distribution at study start-up.

Communication & Stakeholder Coordination

• Prepare and distribute routine study specific recruitment updates to internal and external stakeholders, providing visibility into referral activity, scheduled patients, etc.
• Coordinate cross-functional email threads and maintain follow-up on open action items between recruitment, site operations teams, sites, etc.
• Support onboarding of new sites to recruitment workflows per study by preparing orientation materials and initial communications.
• Assist in compiling content for sponsor-facing recruitment status updates or performance reports under supervision of the Recruitment Manager.
• Assist with the collection, validation, and compilation of recruitment metrics and operational data to support department level, site level, study specific, and sponsor reporting.

Compliance & Documentation

• Maintain organized and audit-ready documentation of all recruitment activities in accordance with applicable SOPs and regulatory standards.
• Ensure all participant outreach and engagement activities comply with ICH-GCP guidelines, HIPAA, and applicable IRB/IEC requirements.
• Support the preparation of recruitment-related sections of study files, including retention of approved materials and correspondence logs.

Pay

The typical base pay range for this role is USD $56,160 - $76,960 per year. Individual base pay depends on various factors, in addition to primary work location, complexity and responsibility of role, job duties/requirements, and relevant experience, skills and other market-based factors.

Benefits

• Medical
• Dental
• Vision
• 401(k)
• Company Paid Short Term Disability
• Flexible Spending Account (FSA)
• Health Savings Account (HSA)
• Paid Time Off
• Voluntary Benefits