Screening Operations Coordinator

Job Brief
We are seeking a Screening Operations Coordinator to support and optimize the scheduling and administrative workflow of the Screening Department within our Contract Research Organization (CRO). This onsite role requires an in-depth understanding of screening flow, protocol requirements, and operational nuances unique to clinical trial screening.

The Screening Operations Coordinator will work closely with Recruiting, Investigators, Clinic teams, and Screening leadership to ensure screening activities are structured appropriately, scheduled on time, and executed efficiently. This role focuses on scheduling logic, workflow coordination, operational oversight, and documentation practices that help prevent delays, errors, and screening overruns.

The ideal candidate is proactive, highly organized, and detail-oriented, with the ability to anticipate scheduling challenges, enforce structured time slots, and maintain a smooth, efficient screening workflow.

Key Responsibilities
Screening Scheduling Oversight & Workflow Optimization

• Serve as the primary owner of the screening schedule, with final authority over time slot allocation based on protocol requirements, resource availability, and efficient participant flow.
• Work collaboratively with Recruiting to ensure screenings are scheduled appropriately, on time, and aligned with study-specific needs.
• Review, approve, or adjust schedule changes when necessary and communicate updates to Investigators and relevant team members.
• Apply protocol familiarity to determine appropriate subject volumes per time slot, including establishing maximum allowable participants during later time slots to prevent end-of-day overruns.
• Organize schedules when multiple studies are screening on the same day to minimize errors, maintain efficiency, and support operational clarity.
• Maintain strong understanding of on-site workflows, specialized screening requirements (e.g., PAP tests, DSM, Medrio processes), and mandatory post-screening activities (e.g., chart review, lab report assessments) to support accurate scheduling decisions.
• Contribute to operational planning by balancing participant safety, clinic resources, and scheduling constraints to support high-quality screening execution.

Cross-Department Coordination & Communication

• Collaborate with Investigators, Recruiting, Clinic teams, and Screening leadership to assess feasibility of day-to-day scheduling requests and ensure scheduled activities align with operational capacity.
• Communicate anticipated screening flow, capacity constraints, and key administrative timelines (e.g., chart sign-off targets) to relevant departments.
• Ensure all stakeholders have visibility into scheduling expectations and limitations to support smooth participant movement and reduce bottlenecks.
• Participate in project scheduling discussions as needed, providing input related to screening timelines and operational impacts.
• Provide proactive updates regarding scheduling adjustments, operational impacts, and screening-day flow considerations.

Documentation, Tracking & Workflow Support

• Monitor daily screening activities to identify delays, capacity challenges, or workflow gaps and escalate appropriately.
• Maintain accurate scheduling records, logs, and workflow documentation in accordance with SOPs and GCP requirements.
• Review pre-screening information and documentation generated by recruitment teams for accuracy and completeness.
• Support audit and monitoring readiness by ensuring scheduling documentation, workflow decisions, and communication records are organized and accessible.
• Assist with the administrative implementation of action items arising from QA findings, including documentation updates and procedural improvements.

On-Site Operational Expertise

• Maintain a consistent on-site presence to remain fully aware of real-time screening flow, room availability, staffing patterns, and operational dependencies.
• Use direct observation and process knowledge to continuously refine scheduling logic and improve day-to-day operations.
• Identify workflow inefficiencies or operational risks and provide recommendations to Screening leadership.
• Support real-time troubleshooting of scheduling or flow issues in collaboration with clinical and operational teams.

Administrative Support Within Scope

• Assist with non-clinical participant intake tasks (e.g., reception) and administrative preparation for screening days as needed.
• Coordinate with internal teams to ensure all documentation, supplies, and materials needed for scheduled screening activities are prepared in advance.
• Support administrative aspects of acquiring, organizing, and securing medical records in accordance with SOPs.
• Perform additional administrative duties aligned with the scope of this role based on departmental or business needs.

Qualifications & Skills

• Previous administrative or scheduling experience in clinical research, healthcare, or a CRO environment strongly preferred.
• Strong understanding of operational workflow design, time management, and scheduling coordination.
• Familiarity with protocol-driven screening requirements and specialized research activities (e.g., DSM, PAP, Medrio) is an asset.
• Excellent communication and interpersonal collaboration skills.
• High attention to detail with strong organizational and prioritization abilities.
• Ability to work fully onsite (including some weekends) in a fast-paced, dynamic environment.
• Proficiency with MS Office and experience with clinical or scheduling systems preferred.

PI