Responsibilities

• Study Start-Up & Marketing Project Management - Coordinate participant recruitment start-up activities for newly awarded clinical trials. - Develop and manage recruitment project timelines from study award through campaign launch. - Ensure all marketing deliverables are completed prior to study activation. - Track study readiness milestones and proactively identify project risks or delays. - Coordinate activities between Central Recruitment, Site Operations, Regulatory, Sponsors/CROs, Finance, and Business Development. - Maintain study launch documentation and project status reports. - Prioritize multiple concurrent study launches while meeting timelines. - Facilitate study start-up meetings and communicate updates.
• Sponsor Budget Management & Financial Coordination - Review sponsor-approved participant recruitment budgets and contractual marketing allocations. - Develop study-specific recruitment budgets. - Manage sponsor-funded marketing budgets throughout each study. - Track expenditures, forecast spending, and optimize marketing investments. - Coordinate purchase requests, POs, invoices, and vendor payments. - Partner with Finance on reconciliation and reporting. - Prepare budget summaries for leadership and sponsors. - Monitor enrollment performance and prepare business justifications for supplemental funding. - Submit and track additional sponsor funding requests and budget amendments.
• Sponsor & CRO Coordination - Serve as the primary operational contact regarding participant recruitment activities. - Coordinate sponsor review and approval of recruitment strategies and materials. - Prepare sponsor-facing recruitment updates and budget reports. - Maintain documentation of sponsor approvals and communications.
• Regulatory & Submission Management - Prepare recruitment material packages for IRB/EC and sponsor submissions. - Coordinate review and approval of participant-facing materials. - Track approvals, amendments, and expiration dates. - Maintain regulatory documentation and version control.
• Vendor Management - Manage creative agencies, print vendors, digital advertising agencies, translation services, promotional product vendors, and community outreach vendors. - Coordinate timelines, quotes, purchasing, invoices, and distribution of recruitment materials.
• Traditional Marketing Materials - Coordinate creation, production, approval, and distribution of flyers, brochures, posters, rack cards, referral cards, physician referral materials, community outreach materials, event signage, direct mail, recruitment giveaways, and promotional materials. - Ensure all materials are IRB approved, sponsor approved, brand compliant, and delivered on schedule.
• Reporting & Performance Tracking - Maintain reports for study start-up timelines, campaign status, budget utilization, sponsor funding requests, vendor performance, approvals, marketing ROI, and operational metrics. - Provide regular updates to leadership regarding project status, risks, and recruitment readiness.

Requirements

• Bachelor's degree in Marketing, Business Administration, Healthcare Administration, Communications, Clinical Research, or related field preferred.
• 2–5 years of project coordination, marketing operations, clinical research, or healthcare administration experience.
• Experience with study start-up, sponsor budgets, and vendor management preferred.