Office Coordinator

Join Us in Shaping the Future of Clinical Research   

Adams Clinical is a leading clinical trial site network committed to accelerating the development of life-changing medicines. Our mission is simple: deliver uncompromising data quality, safety, and diverse enrollment to advance healthcare. Our vision is to set the gold standard for clinical trial excellence. We believe our people make the difference. Guided by our core values—Scientific Rigor, Operational Excellence, Commitment to Sponsors and Participants, and Authentic Collaboration—we create an environment where meaningful work drives meaningful change.   

At Adams Clinical, you’ll find:  

• A culture of respect, transparency, and continuous improvement  
• Opportunities for professional growth and learning  
• A team dedicated to improving lives through innovation and integrity  

If you’re passionate about making an impact in clinical research and want to be part of a collaborative, mission-driven organization, we’d love to have you on our team.   

Job Role 
We are seeking an Office Coordinator for a full-time role at our Harlem location. The Office Coordinator is central to supporting day-to-day site operations, fostering smooth scheduling, participant support, and office management. This role serves as a key point of contact for site staff such as clinicians, clinical research coordinators and research assistants, and participants while ensuring an organized and welcoming environment. The office coordinator reports directly to the Site Manager. 

Key Responsibilities: 

Participant Support 

• Greet and check in participants, ensuring a professional and positive experience. 
• Complete appointment reminders and provide visitors with appointment information to support attendance. 
• Arrange transportation to and from the office using healthcare transportation portals (UberHealth, Lyft Concierge); monitor trips to address missed rides and re-book when needed. 
• Manage meal support (Uber Eats) for designated participants 
• Place calls, texts, and emails to participants who miss or reschedule visits, coordinating re-bookings to maintain study timelines. 
• Support a positive participant experience and maintain professional relationships to support retention and engagement. 

Scheduling & Communication 

• Monitor and update clinician rating schedules daily; anticipate and resolve scheduling conflicts. 
• Coordinate scheduling needs across clinicians and research staff, escalating to site leadership when necessary. 
• Serve as a liaison between participants, clinicians, and research coordinators/assistants to facilitate seamless visit flow. 
• Manage Harlem main phone line and voicemails, triaging and routing messages to relevant clinical staff. 
• Relay important site updates (e.g., staff relocations, delegation changes, availability) to the remote Clinical Research Administrative (CRAC) team. 

Office & Facilities Management 

• Open and prepare the office each morning; refresh snacks, coffee, and water. 
• Maintain clean, welcoming shared spaces, including the staff kitchen and waiting areas. 
• Track and replenish office supplies; conduct weekly food and supply inventory. 
• Order groceries and study supplies weekly; receive, track, and delegate incoming packages. 
• Assist in planning and supporting office events (e.g., team gatherings). 

Operations & Systems 

• Develop and maintain organizational systems in collaboration with site leadership. 
• Manage participant portal updates, including information, trial status, and new appointment scheduling 
• Assist with cross-site coordination of participant appointments with the Bronx location 
• Review feedback from clinicians and research coordinators to recommend improvements to screening processes and participant outreach. 

Job Requirements: 

• Minimum requirement of a bachelor’s degree 
• Strong attention to detail, organizational and time-management skills 
• Excellent written and verbal communication skills, with proficiency in professional phone, text, and email communication 
• Strong customer service and interpersonal skills 
• Ability to work collaboratively across clinical, administrative, and participant-facing teams 
• Experience in healthcare, clinical research or administrative support is a plus 
• Bilingual proficiency in Spanish is a plus 

Salary: $30.00 – $35.10  

Benefits: 

• 401(k) matching 
•  Medical, Dental & Vision insurance 
•  Employee assistance program 
•  Flexible spending accounts 
•  Health savings account 
•  Life insurance 
•  Paid time off 
•  Parental leave 
•  Professional development assistance 

Adams Clinical is committed to being an equal opportunity and affirmative action employer. We focus on hiring and nurturing top talent. All employment decisions, including recruitment, hiring, promotion, compensation, transfer, training, discipline, and termination, are made based on the candidate's or employee's qualifications relevant to the position. These decisions are made without regard to age, sex, sexual orientation, gender identity or expression, genetic information, race, color, creed, religion, ethnicity, national origin, citizenship, disability, marital status, military status, pregnancy, or any other legally protected status.  

In compliance with federal law, all individuals hired must, as a condition of employment, provide documentation verifying their identity and authorization to work in the United States and complete Form I-9 within the required timeframe. Adams Clinical participates in E-Verify to confirm employment eligibility.