Clinical Scheduling Specialist — High-Volume, Hybrid

Actalent; St. Louis (MO); Hybrid; USD 37,000 - 44,000; Full time

Benefits offered by this job

Medical benefits

Dental & vision

401(k) plan

Paid time off

Disability insurance

HSA

Transportation benefits

Job summary

Actalent in St. Louis, MO is seeking a Clinical Administrative Professional to manage high-volume scheduling for multiple clinical and research programs and consortia. The role emphasizes accuracy, responsiveness, and adherence to established processes over independent decision-making.

You will handle calendar management, meeting logistics, room and technology setup, and routine scheduling correspondence, while maintaining follow-up lists and reporting status daily to staff.

Qualifications

• Experience providing administrative support in a professional office environment.
• Strong calendar management skills with high-volume scheduling and frequent changes.
• Advanced proficiency with Microsoft Outlook for creating, modifying, and organizing calendar events.
• Proficiency with Microsoft Office tools used in daily administrative work.
• Experience supporting busy clinicians or researchers.

Responsibilities

• Create, send, update, and cancel meeting invitations in Outlook as directed.
• Apply calendar conventions precisely and manage attendee lists and room setups.
• Accept or decline invitations per instructions; avoid independent scheduling decisions.
• Reschedule meetings as directed and notify attendees clearly.
• Book conference rooms and ensure room/tech readiness.
• Create and manage Zoom/Teams meeting links with accurate details.
• Maintain travel banner entries on the calendar.
• Track outstanding requests and follow up until confirmed or closed.
• Maintain follow-up lists and report status daily.
• Confirm attendance and logistics in advance of meetings.
• Coordinate scheduling with assistants across institutions and partners.
• Respond to routine scheduling inquiries in a professional tone.
• Provide executive-level calendar support for clinical activities.
• Collaborate with coordinators nationwide to align four research programs and two consortia.

Skills

High-volume scheduling

Outlook proficiency

Microsoft Office

Executive support

Process adherence

Attention to detail

Professional communication

Clinical environment

Coordination across institutions

Education

Bachelor's degree preferred

Tools

Zoom

Microsoft Teams

Outlook

Job description

Actalent in St. Louis, MO is seeking a Clinical Administrative Professional to manage high-volume scheduling for multiple clinical and research programs and consortia. The role emphasizes accuracy, responsiveness, and adherence to established processes over independent decision-making.

You will handle calendar management, meeting logistics, room and technology setup, and routine scheduling correspondence, while maintaining follow-up lists and reporting status daily to staff.