Scheduling Coordinator at Johnson County Clintrials LLC

Lenexa, Kansas, United States -

Full Time

Start Date

Immediate

Expiry Date

08 Jun, 26

Salary

20.0

Posted On

10 Mar, 26

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Scheduling, Communication, Customer Service, Filing, Copying, Administrative Support, Data Entry, Time Management, Organizational Skills, Attention To Detail, Problem-Solving, Microsoft Office, CTMS, Research Principles, Multi-tasking, Quick Learner

Industry

Research Services

Description

Description Position: Scheduling Coordinator Location: JCCT Lenexa, KS Campus (On-Site) Department: Study Management Purpose: This role ensures the clinic’s schedule is maintained efficiently and that all appointments, including no-shows, are appropriately addressed. The Scheduling Coordinator plays a key role in supporting clinic operations and enhancing the participant experience. Position Summary: The Scheduling Coordinator is responsible for taking all incoming calls on the scheduling line, scheduling all appointments as well as maintaining the clinic's schedule. This position will provide a high level of customer service through scheduling visits for every volunteer and by completing tasks that allow other team members to focus on more advanced responsibilities. The Scheduling Coordinator will also help by filing, copying, and other administrative duties to help the department stay organized. This position reports directly to the Clinical Study Team Manager. Key Responsibilities (Essential Functions): Scheduling & Communication Answer and place calls to volunteers in a professional and courteous manner. Schedule and reschedule all appointments, including no-shows, within protocol-defined visit windows. Confirm all appointments (via phone, text, and email) the day prior and document confirmations in the Clinical Trial Management System (CTMS). Monitor and respond to messages received via the clinic’s text line, ensuring timely communication with appropriate staff. Maintain the resource calendar to ensure optimal scheduling and avoid conflicts. Collaborate with Study Management to align scheduling with study protocols and guidelines. Maintain the ERP system including preparing, filing, assisting with updates and archiving study related information Prepare, handle, distribute, track and maintain clinical trial related supplies Communicate necessary volunteer information in a timely manner to study coordinator/PI on an ongoing basis. Assure source documents/charts are prepared for future study visits. Proactively communicate issues and/or problems to the Assistant Study Coordinator Administrative Support Maintain accurate and organized filing systems for volunteer charts and Office Manager documentation. Enter NQ screening charts and visit instructions into CTMS (Clinical Conductor). Create and manage study-specific scheduling tools, including jot forms for ICFs, appointment reminder policies, and visit elements in CTMS. Maintain screening logs to ensure visit windows are not missed. Monitor patient management systems to track and document no-shows. Provide accurate visit preparation details to participants, including arrival times and study-specific instructions. Cross-Functional Collaboration Work closely with other departments to understand staffing and resource availability. Assist in preventing scheduling conflicts related to equipment, supplies, or personnel. Stay current with study delegation logs and ensure compliance with assigned responsibilities. Education and Experience: High school diploma or equivalent required, Associate degree in Science, Business, or a related field preferred. Minimum of one year of experience in general office administration. 1–3 years of experience in one or more of the following areas: Clinical Research or healthcare setting Patient scheduling or coordination Administrative support in a medical or research environment Skills and Competencies: Microsoft Office proficiency Working knowledge of Clinical Conductor CTMS Understanding of research principles, protocols Writing and verbal communication skills Ability to work effectively with a team Ability to manage small projects personally and work independently Memory to retain information and know where to research answers Time management skills Organizational skills Close attention to detail and strong organizational skills to deliver high quality work within project timelines Demonstrates strong analytical, problem-solving skill Self-motivated Must be results oriented, multi-tasking, quick learner Respond to the urgent needs of the team and show a strong track record of meeting deadlines Physical Requirements: Ability to sit, stand, walk, reach with hands and arms, and use hands along with fingers, to handle or feel. Repetitive hand movement of both hands with the ability to make fast, simple, repeated movements of the fingers, hands and wrists Ability to lift and/or move up to 25 pounds. Why JCCT? JCCT has provided exceptional customer service to clients, volunteers, and vendors for the last 20 years. This team effort has resulted in our company getting recognized as one of the best clinical research sites in the United States. We are actively growing through acquisition and organic growth and need high performing individuals to help support our continued success. Our clients come from all over the world to place a study at our research sites. We are proud of what we have accomplished and invite you to explore career opportunities with us. JCCT makes a promise to support, accept and respect you as an individual, in our family focused environment. Our vision is to make a difference in our world to help improve the health and wellbeing of others through pharmaceutical research and the processes of drug development. Our impact is driven by genuine care, support and customer service provided to our employees, volunteers, and sponsors. If you are looking for a positive work environment and the opportunity for personal growth and satisfaction, we encourage you to apply at JCCT. Qualified candidates will be contacted for interviews. Unleash your potential and apply today! EEO JCCT provides equal employment opportunities (EEO) to all employees and applicants. We value diversity at our company, and it is our policy to recruit, hire, and promote qualified individuals without regard to race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.

Responsibilities

The Scheduling Coordinator is primarily responsible for managing all incoming calls on the scheduling line, accurately scheduling and rescheduling all appointments, including no-shows, within protocol windows, and confirming appointments via multiple channels. This role also involves providing administrative support such as filing, copying, and maintaining various study-related documentation and systems to ensure efficient clinic operations.