Administrative Coordinator - Clinical Trials Unit

Louisiana State University

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About The Position

Pennington Biomedical Research Center, a world-renowned academic research institute of Louisiana State University, is seeking an Administrative Coordinator in the Clinical Trials Unit. The Administrative Coordinator will be responsible for providing clerical and administrative support to the clinical trials unit leadership and medical staff/research physicians. This position will oversee medical staff committee functions to include coordination of medical staff meetings and the credentialing process.

Requirements

• Bachelor’s degree preferred in healthcare administration, business, public health, or a related field.
• 2 years of administrative, clerical, or customer service experience required, preferably in a healthcare, academic, or research environment. Relevant experience may be gained through internships, part-time roles, or academic projects.
• Strong organizational and time management skills with the ability to manage multiple tasks, prioritize effectively, and meet deadlines in a fast-paced setting.
• Excellent written and verbal communication skills with the ability to interact professionally with physicians, leadership, research staff, and external stakeholders.
• Proficiency in standard office software (e.g., Microsoft Office Suite including Word, Excel, Outlook, and PowerPoint) and ability to learn new systems and databases.
• High attention to detail and accuracy, particularly when managing documentation, schedules, and data entry.
• Ability to handle sensitive and confidential information with discretion and in compliance with applicable privacy regulations (e.g., HIPAA).
• Strong interpersonal skills and a customer service mindset, with the ability to support both internal teams and research participants professionally.
• Demonstrated ability to work both independently and as part of a team, with a willingness to take initiative and seek guidance when needed.
• Interest in clinical research or healthcare operations, with a desire to learn and grow within a Clinical Trials Unit environment.

Responsibilities

• Provide comprehensive clerical and administrative support to CTU leadership and research physicians by managing calendars, scheduling meetings, preparing correspondence, and assisting with daily operational needs to ensure efficient workflow within the unit.
• Support and coordinate medical staff committee functions by organizing meeting logistics, preparing agendas and supporting materials, recording and distributing meeting minutes, tracking action items, and ensuring timely follow-up on committee decisions and deliverables.
• Assist in the credentialing and onboarding of medical staff by collecting and verifying required documentation, maintaining accurate credentialing records, coordinating with institutional offices, and monitoring expiration dates to ensure ongoing compliance with regulatory and organizational standards.
• Serve as a system administrator for clinical and research-related databases and tools (e.g., ClinicalTrials.gov) by maintaining user access, entering and updating study information, ensuring data accuracy, and supporting compliance with reporting requirements and federal regulations.
• Coordinate travel arrangements and manage expense reporting for CTU administration and medical staff by booking flights, lodging, and transportation; preparing itineraries; reconciling receipts; and ensuring timely and accurate submission of expense reports in accordance with organizational policies.
• Develop, coordinate, and distribute the monthly physician on-call schedule by collaborating with providers, resolving scheduling conflicts, maintaining accurate coverage, and ensuring timely communication of finalized schedules to all relevant stakeholders.
• Maintain inventory of office and clinical supplies, equipment, and standardized forms by tracking usage, anticipating needs, placing orders, and ensuring availability of necessary materials to support ongoing research and clinical activities.
• Perform general administrative and operational support tasks including data entry, document preparation, filing, and assisting with special projects to support the overall mission and efficiency of the Clinical Trials Unit.
• Perform other duties as assigned in support of CTU operations, demonstrating flexibility, attention to detail, and a willingness to learn in a dynamic clinical research environment.

Benefits

• Pennington Biomedical Research Center offers outstanding benefits to eligible employees and their dependents including health, life, dental, and vision insurance; flexible spending accounts; retirement options; various leave options; paid holidays; wellness benefits; tuition exemption for qualified positions; training and development opportunities; employee discounts; and more!

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level