Lead Site Coordinator

Summary

Join our fast-growing Site Enabling Organization as a Lead Site Coordinator! In this role, you will support medical institutions in clinical trial conduct, supervising site staff and ensuring compliance. You will act as a liaison between the Milestone One Manager, medical institution staff, and sponsors/CROs, recruiting new site partners and identifying vendors. Responsibilities include feasibility assessments, scheduling research visits, data entry, compliance monitoring, and training. You will also participate in patient recruitment, quality checks, and protocol development. This position requires strong leadership, communication, and organizational skills, along with clinical research experience and certifications.

Requirements

• At least an Associate Degree (Nursing preferred) and at least 5 years of work experience as a site coordinator of clinical research studies involving human subjects
• Current Good Clinical Practice (GCP)
• International Air Transport Association (IATA)
• Current Basic Cardiopulmonary Resuscitation (CPR)
• Phlebotomy certification unless part of active professional licensure (RN or LPN)
• Active Certification in Clinical Research by ACRP or SOCRA or another approved Clinical Research Organization
• Displays leadership skills and proven ability to manage and provide training to a diverse team; effective communication techniques routinely displayed; Proficient in topics regarding GCP and IRB/Regulatory standards; familiarity with multi-therapeutic indications
• Skills to be a mentor to Milestone One staff and perform as a liaison to a variety of site partners; Actively assist in maintaining relationships and developing new site partnerships
• Must demonstrate proficiency in patient assessments, including triage, medication reconciliation, vitals, EKG, and lab processing
• Excellent understanding of multi-therapeutic protocol design and how to reference requirements
• Attention to detail and the ability to interpret and implement protocol and guidelines
• Proficient in patient enrollment, management, and retention
• Proficient in Microsoft Office
• Proficient in most EDC/EMR vendor systems
• Exceptional organizational and time-management skills
• Excellent communications skills
• Fluent use of the local language
• Valid category B driver’s license
• Adequate personality traits that allow the candidate to function in a fast-paced environment, with short timelines and multiple tasks to be completed simultaneously. The candidate must be an effective communicator in stressful situations and have a “ready to solve problems” attitude
• Non-standard working hours may be required depending on the schedule of study procedures and/or patient visits
• Limited travel may be required for sponsor / CRO-initiated training
• Introductory training in SOPs and advanced training as required for the position Lead Site Coordinator
• Customized on-the-job training within the initial 2 weeks of work under the supervision of the Milestone One Manager or a designated person

Responsibilities

• Support an assigned group of medical institutions within a geographical area for activities involving clinical trial conduct
• Support for staff on protocol-specific tasks will be determined by the Principal Investigator, considering all local and federal laws and regulations and upon review of competencies observed and documented by Milestone One
• Supervise tasks assigned to site level staff may include activities associated with the assessment of the feasibility of new/potential clinical studies, conducting research-related visits as outlined in the respective protocol, assisting the site with logistics of scheduling research visits and testing per the schedule of events in the protocol, collaboration with ancillary departments involved in the research visit to assist in a smooth patient flow at research visits, general study conduct tasks, assistance with data entry into study related EDC systems, contact with CRO or sponsor representatives to schedule and conduct monitoring visits as well as resolve study specific issues at the medical institution
• In addition, back up site coordinator duties, compliance monitoring, mentoring Milestone One and site staff as well as development and administration of protocol and SOP training and administrative tasks as assigned by the Milestone One Manager
• Acts as a constant line of communication between the assigned Milestone One Manager, the medical institution staff and administrators and the Sponsor or CRO
• Acts as a liaison recruiting new site partners
• Acts as a resource for identifying new vendors for activities that cannot be provided by the medical institution
• Facilitates the evaluation of proposed studies and ensures responses to feasibility questions are provided in due time
• Assists with identifying new projects within the interests of the medical institution and/or areas in which there is a medical need to better serve the needs of Milestone One and the clinical site partner
• Actively participates in patient recruitment/identification and evaluation for study inclusion by confirming eligibility according to the Inclusion and exclusion criteria
• Performs site quality checks to confirm compliance with the protocols and Milestone One SOP’s
• Assists with plan development for new recruitment / retention tools, source documentation and other site tools to enhance quality and time management of research staff
• Evaluates protocols and develops recruitment strategies to enhance enrollment
• Provides training to Milestone One and site staff regarding clinical research best practices and study specific processes
• Assists the local research team in obtaining informed consent before study entry or any study-related procedures or tests being performed as needed
• Assist with obtaining the required assessments at each visit per the protocol and notify the investigator of any critical values that need immediate attention or would prohibit or delay study treatment as needed
• Assist with obtaining local and central laboratory testing, processing, and shipping per site SOP and study-specific lab manual as needed
• Assists in scheduling and preparation for all types of sponsors or CRO representative visits at the medical institution as needed
• Tracks patient recruitment and enrollment and actively supports the medical site team to ensure enrollment targets are met at the site level. Provides regular updates to the staff and investigators regarding study amendments as needed
• Ensures accurate and timely data entry into study-specific EDC systems, resolves data queries, and assists in reporting and following up on adverse events and protocol deviations according to guidelines and investigator instructions as needed
• Supports proper handling, accountability, and reconciliation of all investigational products and clinical supplies. If applicable, always maintain the study blinding. Protocol and sponsor/CRO guidance will be followed if a study participant requires unblinding as needed
• Assists site staff with maintaining appropriate temperature monitoring for study products and supplies as needed
• Supports the contract and budget negotiations and oversees Investigator/Site Payments. Develops new mechanisms that may reduce costs for Milestone One and/or increase revenue for our site partners
• Ensure that all staff participating in a clinical trial complete all necessary study-specific and general training before their involvement in the trial. Retraining will be completed for changes to the protocol before site implementation as needed
• Responsible for ensuring the investigator reviews and signs study documents appropriately and within a reasonable period. Guidance should be provided to educate the site research team on requirements for conducting clinical trials, date format, etc as needed
• Actively participates in maintaining study documents at the medical institution in preparation for on-site study visits/audits or regulatory agency inspections as needed. Performs a site readiness inspection prior to any sponsor/CRO or regulatory inspections
• Assisting with preparing and submitting regulatory documents and correspondence to regulatory authorities and institutional review boards (IRBs) as needed
• Regularly involved in the on-site training of additional staff as part of the SEO or other education programs
• Assists with identifying areas that need improvement for specific sites and assists with developing tools to assist with improvements that can be implemented for all Milestone One site partners
• Maintains all licensure and certifications applicable to the role of Lead Site Coordinator
• Maintains familiarity with all protocols being conducted at sites within the assigned region and act as a reliable resource for Milestone One and site staff
• Lead Site Coordinator is responsible for only performing assigned tasks within their training and licensure if applicable