Summary
The Recruitment Delivery Director will create and drive Civia’s global participant recruitment strategy across multiple clinical trials, therapeutic areas, and indications. This role will lead the implementation of scalable, innovative recruitment, engagement, and retention initiatives, and will oversee a broad ecosystem of partners — including specialty recruitment vendors, advertising and digital media agencies, site support organizations, medical records support companies, insurance claims dataset providers, and the recruitment teams of our clinical CRO partners.
The role requires cultural awareness to apply the right recruitment approach across different regions of the world, and close, trusted partnership with clinical study teams and sponsor clients to build indication-level recruitment plans, implement a broad range of tactics, and report enrollment progress through clear dashboards.Job Responsibilities:
Strategy & Planning
- Create and own Civia’s overarching strategy and vision for participant recruitment, engagement, and retention across a multi-therapeutic site network.
- Identify options for study teams and sponsor clients to increase participant recruitment by leveraging continuous real-world data, site and health system research networks, and participant insights.
- Identify new potential vendors and improvement opportunities with current vendors; lead recruitment-related vendor RFPs and pricing recommendations in partnership with internal project teams.
- Monitor industry trends — especially creative, innovative and transformative recruitment approaches, and recommend how Civia can adopt them across its trials.
- Own the recruitment inputs to feasibility responses and sponsor bids, including enrollment rate assumptions, screen failure and run-in assumptions, recruitment tactic mix, and the recruitment budget, and approve them before submission.
- Serve as the recruitment lead on bid defenses and sponsor feasibility calls, presenting and defending the enrollment plan and the evidence behind it.
- Maintain a documented assumption log for every opportunity so the basis of each committed enrollment figure is traceable after award.
- Reconcile actual enrollment performance against committed assumptions at study close and feed those findings back into future feasibility and bid responses.
- Partner with Business Development, Study Delivery, and site leadership to confirm site-level capacity and PI commitment before an enrollment commitment is made to a Sponsor.
- Own a standardized recruitment planning methodology applied across every study, its governance, and version control.
- Define the mandatory recruitment planning cadence, including a study-specific recruitment plan at start-up, a weekly funnel review, and a maintained assumption log per study.
- Own the standard recruitment funnel definitions and metrics, so referral, pre-screen, screen, and randomization conversion are measured and reported consistently across all sites.
- Set escalation thresholds and rescue-tactic triggers, and hold study and site teams to the agreed response when a study tracks behind plan.
- Ensure every recruitment plan is costed, resourced, and reconciled against the assumptions committed at bid.
- Serve as a strategic partner to clinical study teams and sponsor clients, understanding each trial’s key challenges and developing tactics to address them (e.g., trial recruitment websites, online advertising, community outreach).
- Provide strategic governance and performance oversight for recruitment vendors, media agencies, data providers, and CRO partners to ensure delivery against enrollment objectives. Plan and execute recruitment events and community access programs that drive awareness, engagement, and enrollment, tailored to diverse participant populations.
- Build and maintain relationships with participant advocacy groups, healthcare providers, and community organizations to expand outreach.
- Synthesize and analyze recruitment data from multiple sources to assess tactic impact and cost-effectiveness; communicate findings and recommendations to senior management in a timely manner.
- Oversee optimization of Clinical Trial Management Systems (CTMS) and participant recruitment platforms, along with reporting/workflow tools (e.g., Hubspot, Salesforce, BI dashboards), to support recruitment activities.
- Ensure recruitment strategies and reporting comply with GCP, ICH, HIPAA, FDA, EMA, and other applicable global regulatory requirements.
- Oversee and guide a team, ensuring effective communication, motivation, and performance against team and organizational goals.
- Foster a positive, high-performance culture through ongoing training, feedback, and performance evaluations; support the professional growth of team members.
- Manage staffing levels, schedules, and resources effectively to meet operational needs.
- Measure individual and team performance against established goals, offering support and adjusting as needed to meet business targets.
- Create and maintain an internal knowledge base of recruitment best practices and lessons learned across all programs.
- Deploy and operationalize predictive models and tools to forecast recruitment timelines and resource needs.
- Continuously monitor recruitment metrics and utilization trends per partner/client to identify deficiencies and drive optimization.
- Bachelor’s degree required (B.S. or B.A.).
- 10+ years clinical research, participant recruitment, and/or patient engagement experience.
- 5+ years leading teams and/or functions.
- Demonstrated responsibility for global recruitment strategy and delivery.
- Deep understanding of clinical trials from protocol design through the clinical study report, and of GCP, ICH, HIPAA, FDA, EMA, and other applicable global regulations governing clinical trial recruitment.
- Experience managing recruitment vendors, digital media partners, and cross-functional stakeholders.
- Experience implementing and managing reporting/workflow tools (e.g., Hubspot, Salesforce, BI dashboards) and CTMS/participant recruitment platforms.
- Proven analytical, problem-solving, conflict-resolution, and decision-making skills.
- Excellent verbal and written communicator, able to persuasively convey both ideas and data to senior stakeholders.
- Demonstrated success in stakeholder engagement and cross-functional team leadership.
- Willingness to travel domestically and internationally as needed (up to approximately 15%).
- Previous clinical trial execution experience in complex or rare disease indications.
- Demonstrated evidence of deploying creative, out-of-the-box recruitment tactics that push industry boundaries.
- Prior experience overseeing a broad range of digital and social media tools for participant recruitment strategies.
- Prior experience supporting the day-to-day logistics of a clinical trial site (e.g., as a site coordinator or CRA),or extensively supporting sites in a prior role.
- Experience working in a startup environment.
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