Clinical Office Coordinator: Patient Flow & Site Ops

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

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.