Hybrid Clinical Scheduling Pro for Research Programs

Actalent; United States; Hybrid; USD 37,000 - 44,000; Full time

Benefits offered by this job

Medical, dental & vision

401(k) Retirement Plan

Life Insurance

Short and long-term disability

Health Spending Account

Transportation benefits

Employee Assistance Program

PTO / Vacation / Sick Leave

Job summary

Actalent in St. Louis, MO, seeks a Clinical Administrative Professional to manage high-volume scheduling and provide executive-level administrative support for clinical and research activities.

You will coordinate calendars across multiple programs and institutions, maintain travel banners, book rooms, create Zoom/Teams links, and ensure accuracy in communications while adhering to established processes.

Qualifications

• Proven 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 calendar events.
• Proficiency with Microsoft Office tools used daily.
• Experience providing executive support to busy clinical/medical professionals.
• Ability to follow detailed, established processes and conventions with precision.
• High level of accuracy and attention to scheduling/documentation.
• Strong responsiveness and follow-through with active follow-up lists.
• Professional written communication for routine scheduling correspondence.
• Comfort working in a clinical environment coordinating with research/pharma partners.

Responsibilities

• Create, send, update, and cancel meeting invitations in Outlook as directed.
• Apply calendar conventions including event naming, attendees, color coding, and companion information.
• Accept/decline invitations only as instructed; no independent decisions.
• Reschedule meetings and notify attendees clearly.
• Book conference rooms and ensure setup.
• Create and manage Zoom/Teams meeting links with accurate details.
• Maintain travel calendar entries in standard formats.
• Track outstanding meeting requests and follow up until confirmed or closed.
• Maintain a running follow-up list and report status daily.
• Confirm attendance and logistics in advance for smooth execution.
• Coordinate scheduling with assistants across institutions and external partners.
• Respond professionally to routine scheduling inquiries; escalate complex issues.
• Provide executive-level calendar management support for clinical/medical activities.
• Collaborate with coordinators nationwide to align schedules for multiple programs/consortia.

Skills

Calendar management

Outlook proficiency

Administrative support

Executive support

Microsoft Office

Written communication

Attention to detail

Scheduling coordination

Clinical environment experience

Education

Bachelor's degree preferred

Tools

Microsoft Outlook

Microsoft Teams

Zoom

Microsoft Office

Job description

Actalent in St. Louis, MO, seeks a Clinical Administrative Professional to manage high-volume scheduling and provide executive-level administrative support for clinical and research activities.

You will coordinate calendars across multiple programs and institutions, maintain travel banners, book rooms, create Zoom/Teams links, and ensure accuracy in communications while adhering to established processes.