SCHEDULING COORDINATOR

Scheduling Coordinator

Job Summary:

The Scheduling Coordinator is responsible for coordinating and maintaining clinical research staff schedules to support study-specific activities and operational needs. This position translates protocol requirements into staffing needs, obtains and tracks staff availability, and schedules appropriately trained personnel based on study requirements, staff competencies, and availability.

The Scheduling Coordinator works closely with Clinical Operations and other internal teams to ensure accurate and timely staffing coverage while maintaining confidentiality of employee and study-related information.

Essential Duties and Responsibilities

- Review protocol event schedules and translate study-specific activities into appropriate staffing needs.

- Develop and maintain staffing schedules and daily assignment sheets based on protocol requirements and operational needs.

- Obtain, track, and maintain staff availability and coordinate assignments for weekly and daily study activities.

- Assign staff to study activities based on availability, training, competencies, delegation, and applicable study requirements.

- Communicate schedules and staffing assignments to clinical staff and make timely adjustments as operational or study needs change.

- Maintain accurate scheduling records, spreadsheets, and related documentation.

- Utilize Microsoft Excel, Outlook, Teams, and applicable scheduling software to coordinate staffing and communicate schedule information.

- Maintain appropriate confidentiality when handling employee schedules, availability, staffing information, and other sensitive information.

- Review applicable study materials, including protocols, Investigational Drug Brochures, Case Report Forms (CRFs), informed consent forms, and participant information materials, as necessary to understand study requirements and procedures.

- Maintain knowledge of applicable Standard Operating Procedures (SOPs), Good Clinical Practice (GCP), ICH guidelines, applicable laws and regulations, and ethical standards.

- Collaborate with Clinical Operations and other departments to identify and address staffing needs, scheduling conflicts, and changes in study requirements.

- As required by study or site needs, and when appropriately trained and delegated, may support study procedures such as obtaining participant information, histories or questionnaires; meal coordination; vital signs; ECGs; drug administration; specimen collection; luggage searches; and other protocol-required activities.

- Perform other duties as assigned to support clinical operations and study execution.

Skills and Qualifications

- Ability to read, write, communicate, and interpret information effectively in English.

- Proficiency with Microsoft Excel and Outlook and general computer applications.

- Familiarity with Microsoft Teams or similar workplace communication tools.

- Familiarity with scheduling software or willingness and ability to learn scheduling systems.

- Ability to maintain confidentiality when handling employee, participant, and study-related information.

- Strong organizational skills with attention to detail and accuracy.

- Strong analytical and problem-solving skills.

- Effective written and verbal communication skills.

- Ability to manage multiple priorities, respond to changing or urgent staffing needs, and meet deadlines.

- Ability to work independently while collaborating effectively within a team environment.

- Relevant knowledge or experience gained through scheduling, administrative support, staffing coordination, clinical research operations, or equivalent experience.

Preferred

- Previous scheduling or staffing coordination experience in a clinical research, healthcare, or similarly regulated environment.

- Experience coordinating schedules for multiple employees, departments, or operational activities.

- Familiarity with clinical research protocols, GCP, ICH guidelines, or regulated research environments.

Physical Requirements

The physical requirements described below are representative of those necessary to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

- Ability to sit, stand, walk, reach with hands and arms, and use hands and fingers to handle or operate equipment.

- Ability to lift and/or move up to 25 pounds.

- Ability to perform work requiring near and distance vision.

- Ability to identify and distinguish colors.

Spaulding Clinical Research management has the discretion to hire personnel with a combination of experience and education which may vary from the above listed skills and qualifications.