Clinical Office Coordinator

Adams Clinical, Inc.; Watertown (MA); On-site; USD 30,000 - 34,000; Full time

Benefits offered by this job

401(k) matching

Employee assistance program

Health savings account

Life insurance

Paid time off

Parental leave

Job summary

Adams Clinical, Inc. in Watertown, MA is seeking a Clinical Office Coordinator to oversee daily office operations in a collaborative clinical setting. You will be the central point of contact for site leadership, clinicians, research staff, participants, and visitors.

The role requires strong organization and communication, coordination across teams, and the ability to de-escalate safety concerns, while ensuring sponsor-ready spaces and smooth participant flow. MS Office proficiency is essential.

Qualifications

• Strong organizational skills and ability to manage multiple priorities.
• Excellent written and verbal communication.
• Welcoming, professional demeanor in a regulated clinical setting.
• Experience in clinical research environment preferred.

Responsibilities

• Welcome and check in participants and visitors, ensuring a professional environment.
• Serve as primary site communications contact and manage front desk tasks.
• Respond to safety or behavioral concerns as first point of contact and de-escalate as needed.
• Coordinate scheduling, appointment reminders, and transportation for participants.
• Maintain clean, sponsor-ready exam rooms and shared spaces.
• Support onboarding logistics for new staff and liaise with vendors.

Skills

Front Desk

Participant Check-In

De-escalation

Office Coordination

MS Office Suite

Tools

Microsoft Office Suite

Job description

Join Us in Shaping the Future of Clinical Research

Adams Clinical is a leading clinical trial site network committed to accelerating the development of life-changing medicines. Our mission is simple: deliver uncompromising data quality, safety, and diverse enrollment to advance healthcare. Our vision is to set the gold standard for clinical trial excellence. We believe our people make the difference. Guided by our core values— Scientific Rigor, Operational Excellence, Commitment to Sponsors and Participants, and Authentic Collaboration —we create an environment where meaningful work drives meaningful change.

At Adams Clinical, you’ll find:

• A culture of respect, transparency, and continuous improvement
• Opportunities for professional growth and learning
• A team dedicated to improving lives through innovation and integrity

If you’re passionate about making an impact in clinical research and want to be part of a collaborative, mission-driven organization, we’d love to have you on our team.

Job Role

We are seeking a Clinical Office Coordinator to support the management of daily office operations and foster a smooth, organized, and welcoming clinical environment. This role serves as a central point of coordination for site leadership, clinicians, research staff, participants, and visitors.

In collaboration with Site Manager, the Clinical Office Coordinator leads the coordination of daily office operations and logistics, including facilities management, participant flow, and administrative processes. This role also acts as the first responder to safety or behavioral concerns, leading initial de-escalation efforts in alignment with site protocols and partnering with site leadership when escalation is needed. The Clinical Office Coordinator directly reports to the Site Manager.

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.
• Demonstrate a strong sense of urgency in maintaining the safety of staff and participants by recognizing and responding appropriately to behavioral or safety concerns as the first point of contact, using de-escalation techniques in alignment with site protocols as needed.
• Coordinate closely with site study teams to maintain smooth office visit flow.
• Coordinate scheduling activities, including appointment reminders, rescheduling, and booking transportation (e.g., Uber) for participants.
• Maintain shared spaces, exam rooms, and common areas in a clean, organized, and sponsor-ready state at all times.
• 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.

What Success Looks Like:

• 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 elevate when appropriate.
• Ability to coordinate across teams effectively and support efficient participant flow.
• Proficiency with Microsoft Office Suite and 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

• 401(k) matching
• Employee assistance program
• Health savings account
• Life insurance
• Paid time off
• Parental leave

Adams Clinical is committed to being an equal opportunity and affirmative action employer. We focus on hiring and nurturing top talent. All employment decisions, including recruitment, hiring, promotion, compensation, transfer, training, discipline, and termination, are made based on the candidate's or employee's qualifications relevant to the position. These decisions are made without regard to age, sex, sexual orientation, gender identity or expression, genetic information, race, color, creed, religion, ethnicity, national origin, citizenship, disability, marital status, military status, pregnancy, or any other legally protected status.

In compliance with federal law, all individuals hired must, as a condition of employment, provide documentation verifying their identity and authorization to work in the United States and complete Form I-9 within the required timeframe. Adams Clinical participates in E-Verify to confirm employment eligibility.

Voluntary Self-Identification

For government reporting purposes, we ask candidates to respond to the below self-identification survey. Completion of the form is entirely voluntary. Whatever your decision, it will not be considered in the hiring process or thereafter. Any information that you do provide will be recorded and maintained in a confidential file.

As set forth in Adams Clinical’s Equal Employment Opportunity policy, we do not discriminate on the basis of any protected group status under any applicable law.

If you believe you belong to any of the categories of protected veterans listed below, please indicate by making the appropriate selection. As a government contractor subject to the Vietnam Era Veterans Readjustment Assistance Act (VEVRAA), we request this information in order to measure the effectiveness of the outreach and positive recruitment efforts we undertake pursuant to VEVRAA. Classification of protected categories is as follows:

A "disabled veteran" is one of the following: a veteran of the U.S. military, ground, naval or air service who is entitled to compensation (or who but for the receipt of military retired pay would be entitled to compensation) under laws administered by the Secretary of Veterans Affairs; or a person who was discharged or released from active duty because of a service-connected disability.

A "recently separated veteran" means any veteran during the three-year period beginning on the date of such veteran's discharge or release from active duty in the U.S. military, ground, naval, or air service.

An "active duty wartime or campaign badge veteran" means a veteran who served on active duty in the U.S. military, ground, naval or air service during a war, or in a campaign or expedition for which a campaign badge has been authorized under the laws administered by the Department of Defense.

An "armed forces service medal veteran" means a veteran who, while serving on active duty in the U.S. military, ground, naval or air service, participated in a United States military operation for which an Armed Forces service medal was awarded pursuant to Executive Order 12985.