Study Operation Coordinator

OSI Engineering; Cupertino (CA); On-site; USD 85,000 - 125,000; Full time

Job summary

OSI Engineering in Cupertino is seeking a Study Operations Coordinator to manage the full lifecycle of human data collection and subjective feedback studies. You will recruit participants, schedule sessions, and ensure protocol fidelity across lab and field settings.

You will optimize study operations, calibrate equipment, manage data offloads, and communicate findings to study designers and stakeholders. The role requires strong organization, communication, and confidentiality in a fast-paced

Qualifications

• 2+ years in a research operations, lab coordination, or clinical/UX study coordination role.
• Demonstrated ability to execute standardized protocols consistently and flag deviations accurately.
• Strong organizational skills — able to manage multiple concurrent study schedules without dropping details.
• Naturally warm and personable in one-on-one settings; able to put a wide range of participants at ease quickly.
• Polished, professional communication style with non-technical participants — clear on instructions, reassuring under pressure, and adept at reading the room.
• Communicates operational issues concisely and without ambiguity — written updates are structured, specific, and actionable rather than anecdotal.
• Familiarity with informed consent processes and participant confidentiality standards.
• Proficiency with standard productivity tools: calendar management, spreadsheets, document creation.

Responsibilities

• Execute participant recruitment plans using internal user pools, communicating study purpose, eligibility criteria, and session requirements; manage end-to-end scheduling and recruitment pipeline status.
• Serve as the primary point of contact for participants; onboard, obtain consent, collect metadata, and brief on session flow and expectations.
• Execute approved study protocols consistently and independently; provide safety briefings and monitor participant wellbeing during sessions.
• Administer subjective feedback instruments (surveys, rating scales, debriefs) with clear instructions and accurate capture.
• Own lab setup, calibration, teardown, and equipment readiness; manage bookings and inventory; flag maintenance needs.
• Learn and operate ground-truth capture equipment and software pipelines; perform pre-session QC and troubleshoot issues.
• Perform post-session data offload and organize datasets; verify quality and metadata accuracy; flag anomalies.
• Provide feedback to study designers; document changes and maintain version-controlled procedures.
• Maintain study operations tracking across sessions; identify risks affecting progress and data quality.
• Deliver concise weekly written summaries of activities, status, risks, and open issues to stakeholders.
• Collaborate with study design leads and data teams to ensure outputs meet downstream processing requirements.
• Communicate operational updates clearly across study, technical, and operational stakeholders.

Job description

A globally leading consumer device company headquartered in Cupertino, CA is looking for a Study Operations Coordinator to support the full lifecycle of human data collection and subjective user feedback studies. Our studies range from controlled lab sessions with complex ground-truth equipment — motion capture, calibrated lighting, multi-camera systems, and custom software pipelines — to hands‑on evaluations with devices.

Responsibilities

• Execute participant recruitment plans using internal user pools, clearly communicating study purpose, eligibility criteria, and session requirements. Manage end‑to‑end scheduling, confirmations, reminders, and rescheduling; maintain participant records and recruitment pipeline status, and flag risks to study timelines.
• Serve as the primary point of contact for participants, creating a welcoming, calm, and professional experience that encourages candid, natural responses. Greet and onboard participants, administer consent forms and NDAs, collect required metadata, and provide clear briefings on session flow and expectations.
• Execute approved study protocols consistently and independently, maintaining procedural fidelity across sessions. Deliver safety briefings for sessions involving specialized equipment, monitor participant wellbeing and comfort, and elevate concerns or protocol deviations appropriately.
• Administer subjective feedback instruments, including surveys, rating scales, and verbal debriefs, ensuring clear instructions and accurate, consistent response capture.
• Own lab setup, calibration, teardown, and reset between sessions. Configure and validate equipment, manage lab space bookings, coordinate with facilities, maintain equipment inventory and consumables, and proactively flag maintenance or replacement needs.
• Learn and operate ground‑truth capture equipment, including motion capture systems, calibrated lighting rigs, multi‑camera arrays, devices, and supporting software pipelines. Perform pre‑session readiness and QC checks, troubleshoot equipment issues, and elevate problems that may affect data quality or study timelines.
• Execute post‑session data offload procedures, including transferring, verifying, and organizing captured datasets according to established naming conventions and storage protocols. Perform basic quality checks for completeness, file integrity, and metadata accuracy, and flag anomalies to the study team.
• Develop a deep understanding of study protocols to identify operational friction, participant confusion, sources of variability, and bottlenecks. Provide structured feedback to study designers, contribute to protocol iteration, document changes, maintain version‑controlled procedures, and ensure alignment among session operators.
• Maintain accurate study operations tracking across sessions, including throughput, no‑shows, equipment issues, protocol deviations, and other relevant operational metrics. Identify and communicate risks that may affect study progress or data quality.
• Deliver concise, structured weekly written summaries of study activities, status, operational risks, data quality observations and open issues. Communicate session outcomes and blockers proactively and provide specific, actionable updates to stakeholders.
• Work closely with study design leads throughout the study lifecycle, from protocol bring‑up through final data collection. Liaise with algorithm and data teams to ensure operational outputs meet downstream processing requirements.
• Communicate operational feedback and study updates clearly and without ambiguity, supporting effective coordination across study, technical, and operational stakeholders.

Required Qualifications

• 2+ years in a research operations, lab coordination, or clinical/UX study coordination role.
• Demonstrated ability to execute standardized protocols consistently and flag deviations accurately.
• Strong organizational skills — able to manage multiple concurrent study schedules without dropping details.
• Naturally warm and personable in one‑on‑one settings; able to put a wide range of participants at ease quickly, including those unfamiliar with lab environments or technical equipment.
• Polished, professional communication style with non‑technical participants — clear on instructions, reassuring under pressure, and adept at reading the room.
• Communicates operational issues concisely and without ambiguity — written updates are structured, specific, and actionable rather than anecdotal.
• Familiarity with informed consent processes and participant confidentiality standards.
• Proficiency with standard productivity tools: calendar management, spreadsheets, document creation.

Preferred Qualifications

• Experience supporting user research, human factors, or perceptual studies in a tech or product development context.
• Exposure to motion capture, computer vision, or multi‑camera data collection environments
• Experience working with company's devices and hardware under confidentiality requirements.
• Working knowledge of data management practices: file naming conventions, offload verification, basic QC.
• Experience with scheduling or participant management tools (e.g., Calendly, Qualtrics, REDCap, or similar).
• Exposure to agile or iterative development environments — comfortable with evolving procedures.