Recruitment Panelist-Administrative Assistant

Job summary

Recruit and coordinate clinical study participants by communicating with them, screening for eligibility, scheduling appointments, maintaining records, and coordinating payments. Provide administrative and front-desk support, explain study procedures and policies, assist with emergency response, and create recruitment materials and manage social media pages.

Job details

We are seeking a Panelist Recruitment– Administrative Assistant to support the recruitment and coordination of clinical study participants. This role is responsible for participant communication, screening and scheduling, database management, documentation, payment coordination, and providing administrative support to ensure smooth study operations. Main Responsibilities Assist new participants (filling out forms, updating database, responsible for their payment at the completion of the test). Assists in subject tracking, including screening cancellations, and follow-up with subjects on probation or outbound calling. Become familiar with inclusion/exclusion criteria for each study protocol. If needed, assists with creation of screening forms, assesses probable eligibility, and schedules subjects. Becomes familiar with recruitment policies, including those on cancellations, no-shows, priority subjects, probation, and “No Contact” and is able to inform subjects of these policies. Providing clear explanation to the volunteers about the clinical testing conducted in different languages, especially for the Spanish speaker participants. Providing the Inform Consent prior to the participation of the clinical study. Organizing and maintaining paper and electronics file. Paying the participants according to the compensation of the test. Providing a summary and checking the money balance. Taking and returning calls and performing routine clerical and front desk. Providing first emergency contact in case of any adverse reaction of the panelist to a test. Back-up: Telephone screens potential participants and schedules them for screening/enrollment into ongoing studies Scheduling appointments for the clinical studies. Create Communication materials (flyers, forms, Ads, etc…) to be used in social media for the recruitment of participants. Managing Facebook and Instagram pages, replying to messages and comments. Perform other related tasks as requested related to recruitment. Qualifications DEC or bachelor’s degree in human resources, Administration, Health Sciences, Clinical Research, or a related field. 1–2 years of experience in recruitment, customer service, clinical research, or an administrative role. Proficiency in Microsoft Office and experience with databases or recruitment software. Fluency in English, Spanish and French (spoken and written). Required Knowledge & Skills Strong organizational skills with the ability to manage multiple priorities. Excellent attention to detail and accuracy. Strong communication and interpersonal skills. Problem-solving skills and the ability to work under pressure while meeting deadlines. Ability to maintain confidentiality and work effectively both independently and as part of a team. Proactive, adaptable, and professional in a regulated environment.

What you’ll do

Recruit and coordinate clinical study participants by communicating with them, screening for eligibility, scheduling appointments, maintaining records, and coordinating payments. Provide administrative and front-desk support, explain study procedures and policies, assist with emergency response, and create recruitment materials and manage social media pages.

Requirements

Requires a DEC or bachelor's degree in human resources, administration, health sciences, clinical research, or a related field, plus 1–2 years of relevant experience. Candidates should be fluent in English, Spanish, and French and have strong organizational, communication, problem-solving, and confidentiality skills, along with proficiency in Microsoft Office and experience with databases or recruitment software.

Listed skills

• Appointment Scheduling · Preferred
• Documentation · Preferred
• Customer service · Preferred
• Microsoft Office · Preferred
• Communication · Preferred
• Organization · Preferred
• Attention to detail · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Participant Recruitment
• Participant Screening
• Appointment Scheduling
• Clinical Study Coordination
• Database Management
• Documentation
• Payment Coordination
• Telephone Screening
• Customer Service
• Microsoft Office
• Recruitment Software
• Social Media Management
• Communication
• Organization
• Attention To Detail
• Confidentiality

Job areas

• Healthcare
• Administrative
• Human Resources
• Science & Research
• Customer Service & Support