Clinical Office Coordinator

Key Responsibilities

• Welcome and check in participants and visitors, ensuring a professional and welcoming office environment.
• Serve as a primary point of contact for site communications, including front desk management, managing the main office phone line, triaging and routing voicemails, and internal updates to administrative and research teams.
• Recognize and respond appropriately to behavioral or safety concerns as the first point of contact, using de-escalation techniques in alignment with site protocols.
• Coordinate closely with site study teams to maintain smooth office visit flow.
• Coordinate scheduling activities, including appointment reminders, rescheduling, and booking transportation for participants.
• Maintain shared spaces, exam rooms, and common areas in a clean, organized, and sponsor-ready state.
• Act as a central coordination hub across remote administrative and on-site research teams to support day-to-day site operations.
• Manage office logistics, including mail and package management, office and snack supply inventory tracking and ordering, and liaising with vendors and building operations.
• Support onboarding logistics for new staff (workspace setup, access coordination, general orientation).
• Foster a welcoming, professional, and secure environment for all staff, participants, and visitors.
• Other duties as assigned.

Requirements & Tech Stack

• Strong organizational skills with the ability to manage multiple priorities and maintain a highly organized clinical environment.
• Excellent written and verbal communication skills, including professional phone and email etiquette.
• Strong interpersonal and customer service skills, with the ability to create a welcoming and inclusive environment.
• Demonstrates situational awareness and sound judgment, including the ability to independently de-escalate interactions and escalate when appropriate.
• Ability to coordinate across teams effectively and support efficient participant flow.
• Proficiency with Microsoft Office Suite.
• Comfort working in a regulated clinical environment with sensitive data.
• Flexibility to adapt to changing operational and study needs in a fast-paced setting.
• Ability to support physical aspects of the role, including standing, walking, and occasionally lifting or moving supplies.

Pay

• $22.00 – $25.10 per hour

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