Clinical Administrative Coordinator

Position: Clinical Administrative Coordinator 

Location: Gaithersburg, MD or Conshohocken, PA – Office-based, 5 days/week (flexibility offered, not hybrid/remote)
Employment Type: Contract-to-hire, Direct Hire in 6 months.

Role Overview

The Clinical Administrative Coordinator provides high-level administrative and project support to clinical physicians and scientists. This role ensures smooth day-to-day operations, supports key forums, manages travel and scheduling, and tracks project deliverables and action items.

The Coordinator will support five physicians (three US-based, two UK-based) with responsibilities divided among them. They will participate in bi-weekly forums and project reviews, preparing templates, recording action items, and ensuring follow-up for accountability.

This role is ideal for candidates looking to grow into clinical operations, project management, or biotech administration, combining administrative excellence with exposure to clinical processes.

Key Responsibilities

Administrative Support

• Manage complex calendars, schedule meetings, and coordinate domestic/international travel.
• Handle expense reports via Concur.
• Prepare meeting agendas, compile presentation slides, and ensure proper documentation.

Forum & Project Support

• Facilitate bi-weekly forums and project review meetings: record action items, follow up on deliverables, and maintain accountability.
• Support internal communications with senior and junior physicians.
• Track project milestones, deadlines, and deliverables.

Process Improvement & Technology Use

• Identify opportunities for workflow/process improvement, develop new templates, and optimize administrative systems.
• Support ad hoc data analysis or research tasks depending on aptitude.
• Leverage technology tools (Microsoft Office Suite, Teams, Smartsheet, Visio, Concur) and potentially AI-enabled transcription/automation tools.

Stakeholder Management

• Effectively collaborate with multiple stakeholders, balancing competing priorities.
• Communicate clearly and proactively with both senior and junior clinicians.

Candidate Profile

Experience & Background

• 2–5 years post-graduate experience (open to high-performing recent graduates).
• Bachelor’s degree required; science background helpful but not mandatory.
• Experience in junior project management, clinical trial assistance (CTA), or administrative coordination preferred.

Skills & Attributes

• Strong organizational skills and attention to detail.
• Assertive, professional communicator with excellent interpersonal skills.
• Tech-savvy and proficient in Microsoft Office Suite (Outlook, Excel, PowerPoint, Word, Teams).
• Adaptable, proactive, and capable of managing multiple priorities.
• Process improvement mindset and eagerness to learn.

Tools / Technology

• Required: Microsoft Office Suite (Outlook, Excel, PowerPoint, Word, Teams), Concur.
• Preferred / Nice-to-Have: Smartsheet, Visio, NetSuite/Agiloft.
• Comfortable with adopting AI, transcription, or workflow automation tools in the future.