Recruitment Project Manager

Civia Health•Short Hills, NJ

About The Position

The Recruitment Project Manager owns end-to-end participant recruitment, engagement and retention on assigned Civia studies and is accountable for the recruitment funnel commitments made to clients, including forecast accuracy and actual performance. This is a hands-on individual contributor role responsible for delivering recruitment work directly across digital marketing, creative development, call centre management, community activities, budget management and funnel management; it is not primarily a vendor-management role. As part of a multidisciplinary project team, the role contributes from study design and feasibility through the last participant’s final visit. It sets and executes each study’s recruitment, engagement and retention plan, monitors funnel performance, owns the recruitment budget, and drives timely action across the team to keep studies on schedule, within commitments and within budget. The work is data-driven and uses available tools to monitor performance, report results and address variances.

Requirements

Bachelor’s degree or equivalent professional experience.
Experience managing participant recruitment delivery on multi-site clinical studies at a site network, SMO, CRO or recruitment provider.
Hands-on individual-contributor experience across participant recruitment, including digital marketing, creative development, call centre management, community activities, budget management and funnel management.
Track record of building and operating recruitment capabilities in house rather than managing vendors who deliver them.
Proven accountability for recruitment forecasts and delivery against client commitments.
Experience owning and managing a recruitment or project budget.
Strong data skills, including building and interpreting funnel dashboards and acting on the results.
Track record of driving action across multidisciplinary teams with mutual and individual accountability.
Fluency with a CRM; HubSpot is preferred.
Fluency with AI tools; Claude is preferred.
Working knowledge of ICH GCP, GDPR and participant-facing regulatory requirements.

Nice To Haves

Experience with CRIO, Monday.com and recruitment scheduling platforms.
Experience presenting recruitment performance to clients.

Responsibilities

Own delivery of participant recruitment, engagement and retention for assigned studies, from first lead through randomisation to the final visit.
Set each study’s recruitment, engagement and retention plan, selecting channels based on data and return.
Follow the CiviaONE recruitment standard across sites and contribute improvements to it.
Personally plan and run digital marketing campaigns, brief and produce creative materials, manage call centre plans and performance, and run community activities with sites and partners.
Build and operate audiences, landing pages, prescreeners and CRM outreach journeys, testing and refining them using data.
Use external providers only for capabilities Civia does not have, while retaining ownership of delivery.
Monitor funnel performance from lead through prescreen, scheduling, screening and randomisation at both study and site levels.
Own client funnel commitments and maintain contract, forecast and actual performance in one view; ensure forecast accuracy and work toward actuals meeting forecast.
Identify performance variances early and take immediate corrective action.
Represent recruitment, engagement and retention on the multidisciplinary project team and contribute to shared accountability for study success.
Translate funnel data into actions with named owners and due dates across site operations, medical, data and commercial teams, and follow those actions through to completion.
Lead structured recovery plans for studies that fall behind and escalate early to the Global Project Manager and leadership when recovery is at risk.
Contribute recruitment expertise to study design, feasibility and proposals so assumptions, timelines and budgets are realistic before commitments are made.
Work with the commercial team and clients on recruitment partnerships.
Maintain participant engagement through communications, reminders and follow-up to support attendance and reduce missed visits and withdrawals.
Use participant feedback to identify and remove barriers to participation and retention.
Own each study’s recruitment budget, including planning, tracking and forecasting spend by channel and managing variances.
Measure cost per randomised participant and channel return, and reallocate spend based on performance.
Use HubSpot, CRIO, Monday.com, dashboards and AI tools, including Claude, to monitor funnel performance in real time.
Keep recruitment data accurate and complete so funnel performance is visible on demand.
Report contract, forecast and actual performance clearly to project teams, leadership and clients, including variances, root causes and recovery actions.