Clinical Administrative & Project Coordinator

ProPharma•Raleigh, NC

12d•Onsite

About The Position

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 intra-departmentally; 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.

Requirements

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

Nice To Haves

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

Responsibilities

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, AIenabled tools) to streamline workflows and enhance team productivity