Clinical Trial Scheduler - Clinical Experience Preferred – Hybrid, Nashville TN

Vanderbilt University Medical Center • Nashville, TN

2d • Hybrid

About The Position

Located in Nashville, Tennessee, and operating at a global crossroads of teaching, discovery, and patient care, VUMC is a community of individuals who come to work each day with the simple aim of changing the world. It is a place where your expertise will be valued, your knowledge expanded, and your abilities challenged. Vanderbilt Health is committed to an environment where everyone has the chance to thrive and where your uniqueness is sought and celebrated. It is a place where employees know they are part of something that is bigger than themselves, take exceptional pride in their work and never settle for what was good enough yesterday. Vanderbilt’s mission is to advance health and wellness through preeminent programs in patient care, education, and research. The Clinical Trial Scheduler is responsible for coordinating and managing patient appointments for ongoing clinical research studies. This role ensures that all visits, scans, and procedures are scheduled accurately, efficiently, and in accordance with study protocols. The scheduler serves as a key point of contact for patients, nurses, and clinical teams, helping to maintain smooth workflow and timely study operations.

Requirements

• Data Verification (Novice): The ability to verify data in an accurate manner.
• Clerical/Administrative (Novice): Clerical/Administration is a skill which includes most clerical and administrative functions typically carried out by secretaries, administrators and others who perform a clerical role. Among the duties are: Ad Hoc Reporting, Calendar Maintenance, Data Entry, Document Duplication, Document Filing and Maintenance, Document Preparation, Employee Record Maintenance, Employee Time Recording, Faxing and Electronic Mailing, Inventory Management, Mail Sorting and Distribution, Meeting Coordination and Scheduling, Message Management, Receptionist Tasks, Special Projects, Spreadsheet Preparation, Travel Arrangements, and Word Processing and Typing.
• Calendar Maintenance (Novice): The ability to prioritize and maintain a calendar or calendars of scheduled meetings or events. Able to accurately change or update a calendar with no scheduling conflicts.
• Document Management (Novice): The use of a computer system and software to store, manage and track electronic documents and electronic images of paper based information captured through the use of a document scanner.
• Financial Processes (Fundamental Awareness): Ability to monitor costs, expenses and revenue as well as the ability to manage those costs and expenses in relation to budgeted amounts.
• Human Resources Policies and Procedures (Fundamental Awareness): Knowledge, adherence and application of human resources policies and procedures.
• Relevant Work Experience Experience Level: 2 years
• Education: High School Diploma or GED

Nice To Haves

• Strong Multitasking Ability Demonstrated capability to manage multiple tasks, patients, and scheduling priorities simultaneously in a fast‑paced environment.
• Technical Proficiency Comfortable navigating multiple computer systems, applications, and screens at once; adaptable to new technologies and workflows.
• Scheduling Expertise Experience coordinating patient appointments, procedures, and provider schedules, ideally within a clinical or hospital setting.
• Ability to Prioritize Urgent Requests Skilled at identifying high‑priority or time‑sensitive needs and adjusting schedules quickly and efficiently.
• Experience in a Clinical Environment Background working in healthcare, outpatient clinics, hospital departments, or similar patient‑focused settings.
• Clinical Team Scheduling Experience Prior experience supporting clinical staff (nurses, providers, research teams) with appointment coordination and workflow management.
• EPIC Scheduling Experience Proficient in using EPIC for scheduling, appointment management, and patient communication.
• Patient-Facing Experience Strong customer‑service skills with a background in interacting directly with patients, either in person or by phone.
• PSS (Patient Services Specialist) Experience Previous work in a PSS or similar administrative patient‑support role.
• Clinical Trials Experience Familiarity with research workflows, protocol‑driven scheduling, and coordinating visits for clinical study participants.

Responsibilities

• Performs a variety of administrative support which may include scheduling, booking travel, expense processing and purchasing.
• Compiles, coordinate and assist in the collection, processing and submission of data.
• Prepares reports and other documentation as requested by area.
• Creates and maintains accurate documents and records.
• The responsibilities listed are a general overview of the position and additional duties may be assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED