Clinical Office Coordinator

Adams Clinical; Watertown (MA); On-site; USD 30,307 - 34,440; Full time

Benefits offered by this job

401(k) matching

Medical insurance

Dental insurance

Vision insurance

Employee assistance program

Flexible spending accounts

Health savings account

Life insurance

Paid time off

Parental leave

Professional development

Job summary

Adams Clinical in Watertown, MA is seeking a Clinical Office Coordinator to support daily office operations and foster a smooth, organized 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 Coordinator leads daily operations, facilities management, participant flow, and administrative processes. It reports to the Site Manager.

Qualifications

• Strong organizational skills with the ability to manage multiple priorities.
• 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.

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.

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

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

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.