About this role
Accountabilities
You will lead the development and daily operations of the patient travel coordination department, ensuring effective project management, financial oversight, and exceptional patient support. Your responsibilities will include:
- Establish end-to-end operational workflows, departmental guidelines, and training materials.
- Assign employees to projects, manage personnel, and oversee departmental performance.
- Review clinical trial protocols and visit schedules for new project bids to ensure proposed services align with patient populations and anticipated needs.
- Present service capabilities to prospective clients and support the preparation and defense of project bids.
- Coordinate and streamline internal cross-functional workflows and external vendor procedures.
- Develop financial tracking, budgeting, and reporting tools to monitor departmental spending.
- Ensure vendor invoices are received monthly, accurately recorded, and submitted through the accounting system for payment.
- Coordinate with Travel and Finance teams to manage expenditures and ensure sufficient funding for payment accounts.
- Oversee technology enhancements and system integrations, ensuring implementation within required timelines.
- Assess departmental processes, identify improvement opportunities, and implement more efficient workflows.
- Evaluate staff capacity against the anticipated project pipeline and develop short- and long-term workforce plans.
- Recruit, onboard, and train new team members as the service expands.
- Maintain clear, effective communication across teams, vendors, and stakeholders.
- Provide occasional evening or weekend assistance for urgent patient travel situations.
- Take on additional projects and responsibilities as required.
Requirements
The ideal candidate is an enthusiastic and patient-focused leader with extensive experience in travel coordination, reimbursement services, and healthcare or clinical research operations. You should bring:
- Bachelor's degree in a relevant field.
- At least 5 years of experience in patient travel coordination and payment or reimbursement services.
- Previous experience managing employees, teams, or departmental operations.
- Strong knowledge of international travel logistics, infrastructure, and associated cost drivers.
- Understanding of the pharmaceutical and clinical research industries, including the impact of clinical trial participation on patients and the importance of patient support services.
- Previous experience working in a clinical research or healthcare environment.
- Strong organizational and time management skills, with the ability to manage multiple projects, priorities, and deadlines simultaneously.
- Proficiency in Microsoft Office applications, particularly Word, Excel, and PowerPoint.
- Excellent communication, coordination, and problem-solving abilities.
- A proactive, determined, and adaptable mindset, with enthusiasm for developing a new service offering.
- A collaborative attitude, genuine commitment to supporting patients, and strong interpersonal skills.
- Spanish language proficiency is an advantage but is not required.
- Flexibility to provide occasional evening or weekend support for patient travel emergencies.
Benefits
- Target annual salary: $100,000–$150,000, depending on skills and experience.
- Potential eligibility for performance-based bonus awards.
- Medical, dental, and vision insurance.
- 401(k) retirement savings plan.
- Paid vacation, sick days, and holidays.
- Work-from-home flexibility for eligible positions.
- Short-term and long-term disability insurance.
- Health Savings Accounts (HSA) and Flexible Spending Accounts (FSA).
- Life and Accidental Death & Dismemberment (AD&D) insurance.
- Pet insurance.
- Reimbursement for business travel expenses, including food and gas allowances, rental cars, and hotel accommodations.
- Opportunities for professional development through structured onboarding, industry-recognized training programs, ongoing learning, and mentorship.
- Clear career progression opportunities and an environment that encourages innovation, collaboration, and employee-driven improvements.
- Collaborative workplace culture with accessible leadership and company-sponsored social events.
How Jobgether works:
We use an AI-powered matching process to ensure your application is reviewed quickly, objectively, and fairly against the role's core requirements. Our system identifies the top-fitting candidates, and this shortlist is then shared directly with the hiring company. The final decision and next steps (interviews, assessments) are managed by their internal team.
We appreciate your interest and wish you the best!
Why Apply Through Jobgether?
Data Privacy Notice: By submitting your application, you acknowledge that Jobgether will process your personal data to evaluate your candidacy and share relevant information with the hiring employer. This processing is based on legitimate interest and pre-contractual measures under applicable data protection laws (including GDPR). You may exercise your rights (access, rectification, erasure, objection) at any time.
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