Clinical Administrative Professional

Job Title: Clinical Administrative Professional Job Description This interim Clinical Administrative Professional role provides high-volume scheduling and administrative support to a busy clinical and research practice. You will manage a constantly changing calendar for multiple research programs and consortia, working closely with coordinators across the organization and nationwide. Success in this role is measured by accuracy, responsiveness, and adherence to established processes rather than independent decision-making.

Responsibilities Create, send, update, and cancel meeting invitations in Microsoft Outlook at the direction of senior staff. Apply established calendar conventions precisely, including event naming formats, attendee listing, color coding by activity type and location, marking optional attendees, and entering companion information with relevant email text or attachments. Accept or decline incoming invitations only as instructed, without making independent decisions on calendar commitments.

Reschedule meetings when directed and promptly notify all affected attendees in a clear and courteous manner. Book conference rooms and ensure appropriate room and technology setup for meetings. Create and manage Zoom and Microsoft Teams meeting links, confirming that virtual meeting details are accurate and accessible. Maintain travel banner entries on the calendar using standard formats and distribution lists.

Track outstanding meeting requests and follow up persistently until each request is confirmed or closed. Maintain a running follow-up list and report status daily without needing reminders. Confirm attendance and logistics in advance of scheduled meetings to ensure smooth execution. Coordinate scheduling with assistants and coordinators at other institutions, pharmaceutical partners, and external organizations.

Respond to routine scheduling correspondence in a professional, polished tone and escalate any non-routine or complex issues to senior staff. Provide executive-level administrative support focused on calendar management for clinical and medical activities. Collaborate closely with in-house coordinators and counterparts across the country to align schedules for four research programs and two consortia.

Essential Skills Proven experience in administrative support in a professional office environment. Strong calendar management skills, including handling high-volume scheduling traffic and frequent changes. Advanced proficiency with Microsoft Outlook for creating, modifying, and organizing calendar events. Proficiency with Microsoft Office tools used in daily administrative work. Experience providing executive support, particularly for busy clinical or medical professionals.

Ability to follow detailed, established processes and conventions with precision and consistency. High level of accuracy and attention to detail in scheduling and documentation. Strong responsiveness and follow-through, including maintaining active follow-up lists and providing regular status updates. Professional written communication skills for routine scheduling correspondence. Comfort working in a clinical and medical environment and coordinating with research and pharmaceutical partners.

Additional Skills & Qualifications Bachelor’s degree is preferred but not mandatory. Experience supporting doctors, clinical teams, or medical researchers is highly beneficial. Familiarity with Zoom and Microsoft Teams for virtual meeting setup and coordination. Experience coordinating across multiple institutions, consortia, or external organizations. Ability to work effectively in a role where success is defined by accuracy, responsiveness, and reliability rather than independent decision-making.

Work Environment This role operates in a hybrid work environment, with three days in the office and two days working from home each week. You will work within a busy clinical and research setting that relies heavily on Microsoft Outlook, Microsoft Office, Zoo