The Patient Recruitment Specialist is responsible for the operational coordination and delivery of patient recruitment and retention services for assigned clinical studies, working in partnership with Patient Recruitment Leads to support successful study execution.
The role manages day‑to‑day operational activities related to recruitment deliverables, including coordination of translations, printing, shipping, regulatory submission packages, documentation management, and study activity tracking across multiple countries.
The Patient Recruitment Specialist works cross‑functionally with internal stakeholders (including Regulatory, Project Management, Finance, and Clinical Operations teams) and external vendors to ensure activities are delivered on time, within scope, and in alignment with the approved patient recruitment strategy.
This position supports study teams by ensuring the accuracy and integrity of study data, maintaining timelines and milestones, contributing to financial tracking and reporting, and ensuring study documentation is complete, compliant, and audit‑ready. The role exercises independent judgment in managing operational activities, prioritizing tasks, resolving routine issues, and escalating risks or deviations to the Patient Recruitment Lead as appropriate.
Essential Functions
- Coordinate the operational execution of patient recruitment and retention deliverables for assigned studies, ensuring alignment with the approved recruitment strategy and study timelines.
- Manage the coordination of translations, printing, and shipping of patient‑facing and study materials across multiple countries, working with internal teams and external vendors to ensure accuracy, quality, and timely delivery.
- Prepare and compile country‑specific submission packages and ensure required materials are delivered to Regulatory teams in accordance with submission requirements and timelines.
- Maintain and track study timelines, milestones, and deliverables using Smartsheet or other designated project management tools to support on‑time delivery.
- Support project‑specific, interdepartmental, and role‑specific training activities as required to enable consistent execution of recruitment processes.
- Maintain and manage large volumes of study‑related data, ensuring accurate and timely data entry into designated tracking systems and tools in accordance with project requirements.
- Support finance‑related activities, including contributing to periodic project and financial report generation and review.
- Ensure timely uploading, maintenance, and quality control of study documentation within eTMF/Wingspan or other designated systems, in compliance with company policies and regulatory standards.
- Ensure patient recruitment deliverables are completed accurately, compliantly, and within agreed timelines to support overall study execution.
- Identify operational risks, data discrepancies, or delivery challenges and proactively communicate issues and potential mitigation actions to relevant stakeholders.
- Perform additional duties as assigned by management to support overall project and departmental objectives.
Qualifications
- Bachelor's Degree in life sciences, ideally.
- Around 2 years of clinical research experience (working in a site or a CRO).
- Finance experience is ideal.
- Good written and verbal communication skills including good command of English (it will be tested).
- Good word processing skills and knowledge of MS Office applications
- Good attention to detail
- Ability to work on multiple projects
- Strong interpersonal skills effective presentation skills
- Ability to establish and maintain effective working relationships with coworkers, managers and clients
- Computer skills including proficiency in aspects of data analysis and presentation software, Microsoft Word, and Excel
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