Project Coordinator, Business Operations

Cleerly•New York, NY

16h•$85,000 - $105,000•Hybrid

About The Position

The Project Coordinator, Scientific Affairs plays a key role in supporting the Scientific and Medical Affairs teams through the coordination of operational, administrative, project management, and strategic initiatives. This position helps drive organizational efficiency and enables the team to focus on high-priority scientific and business objectives. Responsibilities include managing day-to-day business operations across Scientific and Medical Affairs, including financial coordination, legal and compliance support, and operational support for clinical trial activities as needed.

Requirements

Bachelor’s degree in Business Administration, Project Management, or a related field (or equivalent work experience).
Minimum of 2 years of administrative and/or project coordination experience.
Preferred experience in a medtech/healthcare startup or the healthcare field.
Preferred experience in clinical trial contract management.
Proficiency in software tools such as Microsoft Office Suite, Google Workspace (Docs, Mail, Calendar), and SAP Concur.
Experience with project management software (e.g., Confluence) is a plus.
Strong typing and data entry skills.
Proven experience managing calendars, scheduling appointments, and arranging meetings.
Exceptional written and verbal communication skills, with the ability to draft clear and precise emails, reports, and other documentation.
Ability to prioritize and manage multiple tasks with competing deadlines.
Experience in coordinating travel arrangements, including flights, accommodations, and itineraries.
Strong organizational skills with the ability to maintain digital filing systems for efficient document retrieval.
Detail-oriented, ensuring accuracy in tasks and communications.
Ability to manage confidential information with discretion and professionalism.
Willingness to take on new tasks and responsibilities as project needs evolve.

Nice To Haves

Prior experience in Google Workspace (GMail, Drive, Docs, Sheets, Slides), Slack, Confluence/Jira, and Zoom Video is a plus.

Responsibilities

Assist with administrative tasks such as scheduling meetings, preparing agendas, and taking meeting minutes.
Coordinate internal and external communications to ensure all team members and stakeholders are aligned.
Maintain accurate and up-to-date project documentation, including project plans, schedules, budgets, contracts, and progress reports.
Ensure easy accessibility and proper organization of documents for the team and stakeholders.
Facilitate smooth communication between team members, stakeholders, and external partners.
Distribute important project information and updates to the appropriate parties in a timely manner.
Coordinate logistical aspects of projects and meetings, including booking venues, arranging travel accommodations, and procuring necessary supplies.
Ensure that all logistical arrangements align with project needs and deadlines.
Assist in collecting, entering, and analyzing data for project monitoring and evaluation, including OKRs and other relevant performance metrics.
Support in ensuring data integrity and accuracy for project assessments.
Collaborate with team members to ensure tasks are completed efficiently, and that deadlines are met.
Provide support to various departments within the team to ensure project objectives are successfully achieved.
Take on additional tasks and projects as assigned by leadership to support the overall success of the team and company.