Note: The job is a remote job and is open to candidates in USA. The START Center for Cancer Research is an oncology clinical research site network dedicated to early-phase cancer research. The Administrative Coordinator provides administrative and operational support to the Pre-Award and Study Activation teams by coordinating schedules, communications, meetings, records, and data tracking throughout the study lifecycle.
Responsibilities
- Schedule, reschedule, and cancel meetings related to study acquisition, feasibility, protocol review, site selection, startup, and study activation activities
- Coordinate sponsor meetings, investigator meetings, protocol review meetings, study planning sessions, and internal operational meetings
- Manage meeting invitations, agendas, attendance tracking, and follow-up communications
- Ensure stakeholders receive timely meeting reminders and updated scheduling information
- Coordinate meeting logistics across multiple time zones and departments
- Maintain calendars for leadership and operational teams involved in study acquisition and activation
- Monitor staff availability and coordinate resources to support study milestones and sponsor timelines
- Resolve scheduling conflicts and optimize meeting schedules across multiple stakeholders
- Coordinate recurring team meetings, business reviews, and project status discussions
- Ensure alignment of internal resources for efficient study startup and pre-award activities
- Serve as a professional point of contact for sponsors, CROs, investigators, and site personnel regarding scheduling and administrative inquiries
- Respond to incoming requests and route communications to appropriate team members
- Send reminders for meetings, deliverables, and study-related deadlines
- Facilitate communication between internal teams and external stakeholders to ensure information is shared accurately and promptly
- Support the resolution of scheduling and communication issues to maintain a positive client experience
- Enter, update, and maintain study-related information in HubSpot, Jira, and other designated systems
- Track study opportunities, feasibility activities, protocol reviews, site selection milestones, and startup activities
- Maintain accurate records of meetings, communications, action items, and project status updates
- Generate routine reports, dashboards, and tracking documents for leadership review
- Prepare meeting materials, presentations, agendas, and supporting documentation
- Assist with document routing, electronic signatures, and organizational recordkeeping
- Support data quality initiatives by ensuring system records are current and complete
- Monitor shared inboxes and distribute inquiries to appropriate team members
- Track action items and follow up on outstanding deliverables
- Support process improvements related to scheduling, communication, and workflow management
- Assist with onboarding activities and administrative support for new team members
- Provide backup administrative support across Study Acquisition and Study Activation functions as needed
Skills
- High school diploma or equivalent required
- Minimum 2 years of experience in an administrative, coordinator, executive assistant, or customer service role
- Experience managing complex calendars and scheduling meetings across multiple stakeholders
- Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams
- Experience using CRM, project management, or workflow systems such as HubSpot, Jira, Salesforce, or similar platforms
- Strong organizational and time management skills
- Excellent written and verbal communication skills
- Ability to manage multiple priorities and deadlines in a fast-paced environment
- Strong customer service and relationship management skills
- High attention to detail and accuracy
- Ability to maintain confidentiality and handle sensitive information professionally
- Strong problem-solving and conflict resolution skills
- Ability to work independently while collaborating effectively with cross-functional teams
- Work Schedule: Monday-Friday 8:00am-5:00pm, must be flexible to meet business needs in a variety of time zones. Prefer candidates in CST/EST time zones
- Associate degree in Business Administration, Healthcare Administration, or related field preferred
- Experience in clinical research, healthcare, pharmaceutical, biotechnology, or professional services environments
- Familiarity with study startup, feasibility, site selection, or project coordination processes
- Experience preparing operational reports and performance metrics
Benefits
- Medical, dental, and vision insurance provided
- 401(k) plan available with employer matching
- Life and disability insurance for added protection
- Health savings and flexible spending accounts offered
- Paid time off
- Flexible schedule
- Remote work choices provided
- Opportunities to learn and grow with the company
- A collaborative, creative environment where everyone feels encouraged to contribute to our processes, decisions, planning, and culture
Company Overview