Administrative Assistant/Patient Scheduler

About the job:

The Administrative Assistant / Patient Scheduler plays a key role in supporting clinical research operations through appointment coordination, participant check-in, phone management, and clinic support activities. This position works closely with research teams, nurses, phlebotomists, and administrative staff to help ensure smooth daily workflows and a positive participant experience.

We’re looking for someone who:

• Has at least 2 years of experience in administrative support, scheduling, medical front desk, or customer service roles
• Communicates professionally and confidently with participants, clinical staff, and research teams
• Demonstrates strong interpersonal skills and can effectively work with a variety of personalities and stakeholders
• Is highly organized and able to manage multiple priorities in a fast-paced environment
• Can adapt quickly and comfortably switch between administrative and operational tasks throughout the day
• Is proactive, resourceful, and capable of managing responsibilities with minimal supervision
• Understands patient confidentiality and privacy requirements or is willing to learn HIPAA standards
• Works well as part of a collaborative team and supports shared goals across departments
• Has experience in a healthcare, clinical, or university environment (preferred)
• Is comfortable using scheduling systems, phones, and standard office software

What you’ll do:

• Coordinate and schedule participant appointments across multiple active research studies
• Welcome and check in research participants upon arrival
• Answer incoming phone calls and route inquiries to the appropriate study teams, nurses, or leadership staff
• Provide participants with refreshments, snacks, and meals during study visits
• Prepare, reset, tidy, and restock clinic rooms between participant visits
• Support daily administrative and operational workflows across the clinical research unit
• Collaborate with nurses, phlebotomists, administrative staff, and research teams
• Maintain accurate scheduling records and support efficient participant flow
• Protect sensitive participant information and maintain confidentiality in all interactions
• Assist with miscellaneous administrative and clinic support tasks as needed
• Monitor clinic needs and proactively address supply, hospitality, and organizational requirements

Why you’ll love working here:

● Weekly pay
● Paid sick leave
● Health, vision, dental, pet insurance, and more