Office Coordinator

Adams Clinical•New York, NY

8h•Onsite

About The Position

Adams Clinical is a leading clinical trial site network committed to accelerating the development of life-changing medicines. Our mission is simple: deliver uncompromising data quality, safety, and diverse enrollment to advance healthcare. Our vision is to set the gold standard for clinical trial excellence. We believe our people make the difference. Guided by our core values—Scientific Rigor, Operational Excellence, Commitment to Sponsors and Participants, and Authentic Collaboration—we create an environment where meaningful work drives meaningful change. At Adams Clinical, you’ll find: A culture of respect, transparency, and continuous improvement Opportunities for professional growth and learning A team dedicated to improving lives through innovation and integrity If you’re passionate about making an impact in clinical research and want to be part of a collaborative, mission-driven organization, we’d love to have you on our team.

Requirements

Minimum requirement of a bachelor’s degree
Strong attention to detail, organizational and time-management skills
Excellent written and verbal communication skills, with proficiency in professional phone, text, and email communication
Strong customer service and interpersonal skills
Ability to work collaboratively across clinical, administrative, and participant-facing teams

Nice To Haves

Experience in healthcare, clinical research or administrative support is a plus
Bilingual proficiency in Spanish is a plus

Responsibilities

Greet and check in participants, ensuring a professional and positive experience.
Complete appointment reminders and provide visitors with appointment information to support attendance.
Arrange transportation to and from the office using healthcare transportation portals (UberHealth, Lyft Concierge); monitor trips to address missed rides and re-book when needed.
Manage meal support (Uber Eats) for designated participants
Place calls, texts, and emails to participants who miss or reschedule visits, coordinating re-bookings to maintain study timelines.
Support a positive participant experience and maintain professional relationships to support retention and engagement.
Monitor and update clinician rating schedules daily; anticipate and resolve scheduling conflicts.
Coordinate scheduling needs across clinicians and research staff, escalating to site leadership when necessary.
Serve as a liaison between participants, clinicians, and research coordinators/assistants to facilitate seamless visit flow.
Manage Harlem main phone line and voicemails, triaging and routing messages to relevant clinical staff.
Relay important site updates (e.g., staff relocations, delegation changes, availability) to the remote Clinical Research Administrative (CRAC) team.
Open and prepare the office each morning; refresh snacks, coffee, and water.
Maintain clean, welcoming shared spaces, including the staff kitchen and waiting areas.
Track and replenish office supplies; conduct weekly food and supply inventory.
Order groceries and study supplies weekly; receive, track, and delegate incoming packages.
Assist in planning and supporting office events (e.g., team gatherings).
Develop and maintain organizational systems in collaboration with site leadership.
Manage participant portal updates, including information, trial status, and new appointment scheduling
Assist with cross-site coordination of participant appointments with the Bronx location
Review feedback from clinicians and research coordinators to recommend improvements to screening processes and participant outreach.