Clinical Administration Coordinator
About The Position
The Clinical Administration Coordinator provides high-level administrative and operational support to the Chief Medical Officer and the Clinical organization to ensure efficient day-to-day operations, coordination, communication, and organizational effectiveness across the department. This role serves as a key administrative partner to the CMO and Clinical leadership team by managing schedules, coordinating meetings and travel, supporting departmental operations, preparing materials and communications, and assisting with cross-functional coordination and logistics. The role requires strong organizational skills, professionalism, discretion, and the ability to manage multiple priorities in a fast-paced biotechnology environment.
Requirements
- Associate’s or Bachelor’s degree preferred
- 3–5 years of administrative, executive support, or departmental coordination experience, preferably within biotechnology, pharmaceutical, healthcare, or life sciences environments
- Experience supporting senior leaders or executive-level management preferred
- Strong organizational and administrative skills with ability to manage multiple priorities and deadlines
- Excellent written and verbal communication skills
- High attention to detail, professionalism, and discretion
- Proficiency with Microsoft Office applications including Outlook, Word, Excel, PowerPoint, and Teams
- Ability to work independently while maintaining strong collaboration across teams
- Experience coordinating meetings, travel, expense reports, and departmental operations
Responsibilities
- Provides direct administrative support to the Chief Medical Officer and broader Clinical leadership team
- Manages highly complex executive calendars across multiple time zones and internal/external stakeholders
- Coordinates domestic and international travel arrangements, itineraries, and expense reporting
- Organizes and supports department meetings, leadership meetings, and cross-functional discussions
- Prepares agendas, meeting materials, minutes, and follow-up action items
- Supports preparation, formatting, proofreading, and distribution of presentations, reports, and departmental communications
- Maintains organizational charts, departmental trackers, contact lists, and administrative records
- Assists with onboarding coordination for new Clinical team members and consultants
- Supports day-to-day operational and administrative needs of the Clinical organization
- Coordinates logistics for internal meetings, investigator meetings, advisory boards, and team events
- Assists with vendor coordination, purchase requests, invoices, and administrative processing activities
- Helps maintain departmental filing systems, shared drives, trackers, and documentation
- Supports communication and coordination across Clinical Operations, Medical, Regulatory, Quality, Biostatistics, and other cross-functional teams
- Serves as a point of contact for administrative inquiries and departmental coordination needs
- Assists with special projects and operational initiatives as assigned
- Helps support departmental organization, prioritization, and workflow coordination
- Maintains confidentiality and professionalism while handling sensitive business information
- Supports a collaborative, organized, and efficient team environment
- Contributes to continuous improvement of administrative and operational processes
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
Associate degree
