Participant Marketing Coordinator

Headlands Research, Inc.; United States; On-site; USD 68,000 - 78,000; Full time

Job summary

Headlands Research, Inc. is seeking a proactive Participant Marketing Coordinator to manage recruitment activities across the network of clinical trials. You will lead study start-up, budgeting, vendor management, and regulatory submissions to support enrollment goals.

Collaborating with Site Operations, Regulatory, Finance, and Sponsors/CROs, you will ensure campaigns launch on time, stay within budget, and deliver compliant participant-facing materials.

Qualifications

• Bachelor's degree preferred in Marketing, Business Admin, Healthcare Admin, Communications, Clinical Research, or related field.
• 2–5 years of project coordination, marketing operations, clinical research, or healthcare administration experience.
• Experience with study start-up, sponsor budgets, and vendor management preferred.

Responsibilities

• Coordinate participant recruitment start-up activities for newly awarded clinical trials.
• Develop and manage recruitment project timelines from study award through campaign launch.
• Ensure all marketing deliverables are completed prior to study activation.
• Track study readiness milestones and proactively identify project risks or delays.
• Coordinate activities between Central Recruitment, Site Operations, Regulatory, Sponsors/CROs, Finance, and Business Development.
• Maintain study launch documentation and project status reports.
• Prioritize multiple concurrent study launches while meeting timelines.
• Facilitate study start-up meetings and communicate updates.

Skills

Project coordination

Marketing operations

Clinical research

Healthcare administration

Vendor management

Budget management

Education

Bachelor's degree in Marketing, Business Administration, Healthcare Administration, Communications, Clinical Research, or related field

Job description

At Headlands Research, we are dedicated to enhancing clinical trial delivery within our communities. As a leading network of advanced clinical trial sites, we leverage cutting-edge technology and exceptional support services to broaden outreach and participation. Founded in 2018, our rapidly growing company currently operates 20+ sites across the US and Canada, with plans for further expansion.

Position Summary

The Participant Marketing Coordinator is responsible for the operational management of participant recruitment activities for assigned clinical trials across the Headlands Research network. This role serves as the primary coordinator for study marketing start-up, sponsor-funded recruitment budgets, regulatory and sponsor submissions, vendor management, and production of participant-facing marketing materials.

Working cross-functionally with Site Operations, Regulatory, Finance, Business Development, Sponsors/CROs, and external vendors, the Participant Marketing Coordinator ensures recruitment campaigns are launched on time, remain within budget, comply with regulatory requirements, and support enrollment goals.

This position combines project management, marketing operations, financial coordination, and operations relationship management to drive successful study activation and participant recruitment.

Study Start-Up & Marketing Project Management

• Coordinate participant recruitment start-up activities for newly awarded clinical trials.
• Develop and manage recruitment project timelines from study award through campaign launch.
• Ensure all marketing deliverables are completed prior to study activation.
• Track study readiness milestones and proactively identify project risks or delays.
• Coordinate activities between Central Recruitment, Site Operations, Regulatory, Sponsors/CROs, Finance, and Business Development.
• Maintain study launch documentation and project status reports.
• Prioritize multiple concurrent study launches while meeting timelines.
• Facilitate study start-up meetings and communicate updates.

Sponsor Budget Management & Financial Coordination

• Review sponsor-approved participant recruitment budgets and contractual marketing allocations.
• Develop study-specific recruitment budgets.
• Manage sponsor-funded marketing budgets throughout each study.
• Track expenditures, forecast spending, and optimize marketing investments.
• Coordinate purchase requests, POs, invoices, and vendor payments.
• Partner with Finance on reconciliation and reporting.
• Prepare budget summaries for leadership and sponsors.
• Monitor enrollment performance and prepare business justifications for supplemental funding.
• Submit and track additional sponsor funding requests and budget amendments.

Sponsor & CRO Coordination

• Serve as the primary operational contact regarding participant recruitment activities.
• Coordinate sponsor review and approval of recruitment strategies and materials.
• Prepare sponsor-facing recruitment updates and budget reports.
• Maintain documentation of sponsor approvals and communications.

Regulatory & Submission Management

• Prepare recruitment material packages for IRB/EC and sponsor submissions.
• Coordinate review and approval of participant-facing materials.
• Track approvals, amendments, and expiration dates.
• Maintain regulatory documentation and version control.
• Manage creative agencies, print vendors, digital advertising agencies, translation services, promotional product vendors, and community outreach vendors.
• Coordinate timelines, quotes, purchasing, invoices, and distribution of recruitment materials.

Traditional Marketing Materials

• Coordinate creation, production, approval, and distribution of flyers, brochures, posters, rack cards, referral cards, physician referral materials, community outreach materials, event signage, direct mail, recruitment giveaways, and promotional materials.
• Ensure all materials are IRB approved, sponsor approved, brand compliant, and delivered on schedule.

Reporting & Performance Tracking

• Maintain reports for study start-up timelines, campaign status, budget utilization, sponsor funding requests, vendor performance, approvals, marketing ROI, and operational metrics.
• Provide regular updates to leadership regarding project status, risks, and recruitment readiness.

Qualifications

• Bachelor's degree in Marketing, Business Administration, Healthcare Administration, Communications, Clinical Research, or related field preferred.
• 2–5 years of project coordination, marketing operations, clinical research, or healthcare administration experience.
• Experience with study start-up, sponsor budgets, and vendor management preferred.

Remote Pay Range

$68,000 - $78,000 USD

Headlands Research will never ask a candidate for personal identifiable information (date of birth, social security number, driver’s license information, etc) via email or messenger tools, or for a financial deposit of any kind.

Headlands Research is an Equal Opportunity Employer. We do not discriminate on the basis of race, color, religion, age, sex, national origin, disability status, genetic information, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

Need Assistance?

Headlands Research is committed to providing access and reasonable accommodation in its employment for individuals with disabilities. To request disability accommodation in the application process, contact [e-mail] for further assistance. Please note this is for individuals to request an accommodation as part of the application process and any other correspondence will not receive a response.

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 hiringprocess or thereafter. Any information that you do provide will be recorded and maintained in aconfidential file.

As set forth in Headlands Research’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 measurethe effectiveness of the outreach and positive recruitment efforts we undertake pursuant to VEVRAA. Classification of protected categoriesis 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.