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Clinical Administrative & Project Coordinator
Clinical Administrative & Project CoordinatorProPharma Group • Raleigh, NC, US
Clinical Administrative & Project Coordinator

Clinical Administrative & Project Coordinator

ProPharma Group • Raleigh, NC, US
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Clinical Administrative & Project Coordinator

For the past 20 years, ProPharma has improved the health and wellness of patients by providing advice and expertise that empowers biotech, med device, and pharmaceutical organizations of all sizes to confidently advance scientific breakthroughs and introduce new therapies. ProPharma partners with its clients through an advise-build-operate model across the complete product lifecycle. With deep domain expertise in regulatory sciences, clinical research solutions, quality & compliance, pharmacovigilance, medical information, and R&D technology, ProPharma offers an end-to-end suite of fully customizable consulting solutions that de-risk and accelerate our partners' most high-profile drug and device programs.

In Office Position Reporting to Either Gaithersburg, MD or Conshohocken, PA Offices Reporting to one of the VPs, Clinical Development, the Clinical Administrative & Project Coordinator will provide essential support to senior clinicians, including targeted assistance on selected clinical trials they lead within our biotech company. This role will be critical in enabling senior clinicians to focus on their highest-impact activities. To achieve this, the role will focus on ensuring smooth day-to-day functioning of senior physicians' schedules; facilitating communications inter- and intradepartmentally; and supporting administrative, operational and business processes, including those related to selected clinical trials. The ideal candidate will be a detail-oriented, highly motivated self-starter, eager to contribute in a dynamic, fast-paced biotech environment. They will have exceptional problem-solving and critical analysis skills, strong interpersonal skills, excellent written, oral and graphic communication skills, ability to leverage technology and artificial intelligence, and an expert attention to detail. Further, they will excel at managing multiple priorities concurrently and will be comfortable collaborating across a diverse range of stakeholders.

Executive Support

  • 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

Calendar and Time Management

  • 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

    • Meeting Coordination & Advising

  • 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

    • International Travel Planning and Investigator Outreach

  • 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

    • Project & Data Support

  • 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

    • Required Experience & Knowledge

  • 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

    • Preferred Experience & Knowledge

  • Bachelor's Degree in Business, Life Sciences, or a related field
  • Prior experience in clinical research and / or biotechnology, pharmaceutical or healthcare industries
  • Awareness of clinical trial processes and regulatory requirements
  • Experience with travel and expenses management
  • Familiarity with project management, customer relationship management and AI tools

    • We celebrate our differences and strive to create a workplace where each person can be their authentic self. We are committed to diversity, equity, and inclusion. Employees are encouraged to unleash their innovative, collaborative, and entrepreneurial spirits. With a holistic approach as an Equal Opportunity Employer, we provide a safe space where all employees feel empowered to succeed.

    All applications to roles at ProPharma are personally reviewed by a member of our recruitment team. We do not rely on AI screening tools to support our hiring process. You will always receive an outcome to your application so that you have an answer from us - whether you're successful or not.

    ProPharma Group does not accept unsolicited resumes from recruiters / third parties. Please, no phone calls or emails to anyone regarding this posting.

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