Administrative Coordinator

Administrative Coordinator Role in Walnut Creek, CA (94598)

Position Summary:
This role provides essential administrative support to ensure efficient day-to-day operations within a clinical research environment. The individual in this position will assist multiple departments and leadership as needed, helping maintain organized workflows and smooth business operations. All responsibilities should be carried out in alignment with organizational standards, policies, and core values.

Key Responsibilities:

• Maintain professional, respectful, and effective communication with sponsors, physicians, office staff, patients, research personnel, and external partners during all interactions.
• Welcome patients and study monitors upon arrival and promptly notify the appropriate study team members.
• Safeguard the confidentiality of all subject information, study protocols, and related organizational data.
• Manage incoming calls, relay messages accurately, and ensure timely communication with staff.
• Document and track communications from patients, sponsors, contract research organizations (CROs), and other study-related contacts to support clear internal coordination.
• Provide high-quality administrative support, including document preparation and revisions for study teams, regulatory staff, and leadership.
• Sort and distribute incoming mail, faxes, and other correspondence to appropriate recipients.
• Maintain and update logs, trackers, and internal lists as assigned.
• Support regulatory functions with document preparation, filing, and record maintenance, including CVs and resumes.
• Accurately file and organize documents within patient records, regulatory binders, and departmental systems.
• Assist with patient outreach, including appointment reminders, as needed.
• Coordinate scheduling of study visits and procedures under the direction of leadership or designated team members.
• Complete tasks efficiently while maintaining attention to cost and time management.
• Uphold a professional image in all forms of communication and interactions with internal and external stakeholders.
• Perform additional duties as assigned by management.

Work Environment & Physical Requirements:

• Work is primarily conducted in a clinical or office setting.
• May require occasional local travel.
• Ability to remain seated for extended periods.
• Comfortable working in a fast-paced, phone-based environment with potential distractions.
• Frequent computer use is required.
• Must be able to lift up to 35 pounds regularly, with occasional lifting beyond that weight.

Qualifications:

• Education: Bachelor's degree or equivalent administrative experience.
• Experience: 1-3 years of experience in clinical research or a related field preferred.

Skills & Competencies:

• Strong collaboration skills with the ability to support operational goals.
• Excellent written and verbal communication abilities.
• Proficiency in Microsoft Office 365 and general computer applications.
• Effective problem-solving skills, including the ability to assess risk and evaluate impact.
• Experience identifying and supporting process improvements.
• Ability to manage multiple priorities in a dynamic environment.
• Self-directed with the ability to think critically and influence outcomes when appropriate.

Additional Details:

• Location: Walnut Creek, CA (94598)
• Hours: Monday-Friday; 6:30AM-3:30PM; Onsite 5 Days a Week
• Employment: Direct Hire
• Pay Range: $25/hr-$30/hr ($55,000-$62,000 Annual Salary) - Dependent on Background and years of experience

For California Applicants:

We will consider for employment all qualified Applicants, including those with criminal histories, in a manner consistent with the requirements of applicable federal, state and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance (FCIHO), Los Angeles Fair Chance Ordinance for Employers (ULAC), The San Francisco Fair Chance Ordinance (FCO) , and the California Fair Chance Act (CFCA).

This position is subject to a background check based on its job duties, which may include patient care, working with vulnerable populations, access to financial and confidential information, driving, working with heavy machinery, or working in a warehouse or laboratory environment. Due to these job duties, this position has a significant impact on the business operations and reputation, as well as the safety and well-being of individuals who may be cared for as part of the job position or who may interact with staff or clients.