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ProPharma · 6 days ago

Clinical Administrative & Project Coordinator

Raleigh, NC

Full-time

Onsite

Entry, Mid Level

2+ years exp

ProPharma is a company dedicated to improving health and wellness by providing expertise to biotech, medical device, and pharmaceutical organizations. The Clinical Administrative & Project Coordinator will support senior clinicians in managing clinical trials, ensuring efficient operations, and facilitating communications within the department.

BiopharmaMedicalPharmaceutical

Responsibilities

Provide high-quality administrative support to multiple senior clinicians, including drafting correspondence, preparing presentations, and coordinating communications across departments

Collaborate closely with the Chief of Staff, Executive Administrator, and Clinical Development Leadership Team to facilitate efficient daily operations

Assist with maintaining documentation, policies, and procedures within Clinical Development

Act as a point of contact between Clinical Development and cross-functional teams, managing information flow with clarity and discretion

Ensure confidentiality and professionalism when handling sensitive information

Efficiently and thoughtfully manage the complex calendars of multiple senior clinicians, with a keen eye to prioritization and stakeholder management

Screen requests for, and coordinate meetings, calls, interviews and small and large events for the senior clinicians

Ensure time is optimized and aligned with clinical trial milestones and business objectives

Handle last-minute changes and conflicts with tact and professionalism

Prepare agendas for key meetings within Clinical Development, take notes and identify action items and follow-up over the short and long term in support of the senior clinicians

Ensure senior-level Clinical Development meetings are effective and efficient by ensuring all stakeholders are prepped and agendas and pre-reads are provided in advance, and action items are tracked after each meeting

Ensure effective and timely information flow between meetings and stakeholders, seaming together different workstreams and conversations

In support of senior clinicians involved in investigator engagements and scientific congress attendance, organize and manage detailed, complex international travel itineraries including flights, accommodations, visas, ground transportation, and expense reports

Provide professional support for outreach to clinical trial sites and investigators, ensuring communication is timely and accurate

Anticipate the needs of senior clinicians while ensuring compliance with company travel policies and budget constraints

Support Clinical Development in tracking project timelines, milestones, and deliverables, generating and sharing routine updates as needed

Assist on special projects (e.g., ad hoc data analyses) and process improvements from senior-level Clinical Development meetings to facilitate departmental and corporate objectives

Apply project management principles to ensure timely delivery of projects and process improvements (e.g., track timelines, deliverables, and accountabilities)

Assist with preparation and formatting of reports, updates, and presentations for internal stakeholders and external collaborators

Leverage technology and software tools (Microsoft Office, CRM systems, project trackers, AI-enabled tools) to streamline workflows and enhance team productivity

Qualification

Calendar managementMicrosoft Office SuiteProject managementClinical research experienceTravel coordinationInterpersonal skillsProblem-solving skillsCommunication skillsAttention to detail

Required

Bachelor's degree

At least 2-3 years of experience in a project coordinator, analyst or administrative support role

Strong organizational skills with the ability to manage multiple tasks and priorities

Excellent written, verbal and graphic communication skills

Professional presence and expert interpersonal skills to build strong relationships with executive team members, colleagues and junior staff

Experience with calendar management, travel coordination, and meeting planning

Exceptional computer skills, including advanced proficiency with Microsoft Office Suite (Excel, PowerPoint, Word, Forms) and calendar management software (Outlook, Google Calendar, etc.)

Strong problem-solving skills and the ability to work independently in a fast-paced, dynamic environment

Enthusiastic and open attitude towards continuous professional development