Cardiovascular Associates of America

Department: Research
Reports To: Vice President of Research
Location: Remote

Position Summary

The Research Operations Coordinator serves as a central operational resource for the CVRS clinical research network, supporting the Research leadership team and research staff across the organization. This position is ideal for someone who is exceptionally organized, highly proficient with technology, learns new systems quickly, and enjoys bringing structure to complex information and competing priorities. The Research Operations Coordinator will help centralize and organize information across studies, sites, contracts, projects, systems, and team activities. The individual will maintain study and operational trackers, organize electronic files and documentation, coordinate contracts and other study-related records, track action items and deadlines, and help ensure follow-up activities are completed across the Research team. This is not a traditional administrative assistant position. The successful candidate will be a proactive operational partner who can take large amounts of information from multiple sources and turn them into organized, accurate, actionable systems that help the entire Research team operate efficiently.

Essential Duties and Responsibilities

Research Operations & Information Management

• Serve as a central coordination resource for research operations across the CVRS network.
• Maintain centralized lists and trackers for studies, sites, investigators, contracts, study status, operational activities, and other key research information.
• Collect information from multiple sources and consolidate it into organized, accurate, and usable formats.
• Regularly review trackers and data sets for missing, incomplete, inconsistent, or outdated information and coordinate follow-up as needed.
• Maintain master study and site lists and assist with ensuring information remains current as studies move through feasibility, contracting, start-up, enrollment, closeout, and other stages.
• Assist Research leadership with organizing operational data needed to understand workload, study activity, site activity, and outstanding priorities.

Contract & Study Document Coordination

• Maintain centralized tracking of clinical trial agreements, confidentiality agreements, vendor agreements, amendments, budgets, and other research-related contracts.
• Coordinate contract documentation and status information across studies and sites.
• Maintain organized electronic contract files and ensure final and current versions are readily accessible.
• Track contracts and documents requiring review, signature, follow-up, or additional information.
• Identify missing documents or information and coordinate follow-up with appropriate internal team members.
• Assist with maintaining visibility into where contracts and study documents are within the review and execution process.

Electronic File & Document Management

• Establish and maintain logical, consistent electronic filing structures for Research documents.
• Organize, rename, categorize, and maintain electronic files using established naming conventions.
• Review shared folders and repositories for duplicate, outdated, incorrectly named, or misplaced documents.
• Maintain document version control where appropriate.
• Help establish consistent document management practices across the Research team.
• Ensure information can be quickly located and retrieved by team members.

Technology & Systems Coordination

• Become a highly proficient user of the technology platforms utilized by the Research department.
• Quickly learn new systems, applications, databases, and technology tools as they are implemented.
• Enter, maintain, organize, and reconcile information across research and business systems.
• Assist with identifying opportunities to simplify or automate routine administrative and operational processes.
• Help develop standardized trackers, templates, forms, SharePoint/Teams structures, and other tools that improve team efficiency.
• Support staff with routine system questions and help reinforce consistent system use.

Project, Task & Follow-Up Coordination

• Maintain centralized action-item and follow-up lists for Research leadership and operational teams.
• Capture decisions, assignments, deadlines, and follow-up items from meetings and operational discussions.
• Maintain visibility of open tasks and proactively follow up with responsible team members regarding outstanding items.
• Assist managers with tracking commitments and deliverables assigned to their teams.
• Identify overdue or stalled items and escalate them appropriately.
• Help translate meetings, emails, discussions, and project plans into clear next steps and assigned actions.
• Coordinate multiple simultaneous projects and priorities without losing visibility of outstanding activities.

Team & Meeting Coordination

• Support operational meetings across the Research department.
• Prepare agendas, trackers, study lists, action logs, and supporting materials.
• Document decisions, assignments, and follow-up items.
• Maintain recurring meeting materials so that outstanding items remain visible until resolved.
• Assist with coordinating information needed from multiple Research team members in preparation for meetings, reports, or leadership reviews.
• Support communication and information flow across Research leadership, operational staff, research sites, and other internal departments.

Reporting & Operational Support

• Compile information for operational reports, leadership updates, presentations, and Research dashboards.
• Assist with preparing Excel reports, PowerPoint presentations, study summaries, and other operational materials.
• Perform data cleanup, reconciliation, and quality review of operational information.
• Assist with special projects and network-wide Research initiatives.
• Provide additional operational coordination support as Research programs and infrastructure continue to grow.

 What Success Looks Like in This Role

The successful Research Operations Coordinator:

• Learns new technology extremely quickly and is comfortable navigating multiple systems at the same time.
• Can receive a large, disorganized set of information and instinctively begin organizing it.
• Notices when information is missing, inconsistent, duplicated, or outdated.
• Creates systems that make information easier for other people to find and use.
• Keeps track of details without losing sight of the larger objective.
• Is comfortable following up with team members at all levels regarding outstanding assignments.
• Does not wait to be reminded that something is due.
• Can manage dozens of open items simultaneously and maintain clear visibility into status and next steps.
• Enjoys improving processes and finding more efficient ways to accomplish repetitive work.
• Is comfortable working in a fast-growing environment where processes and systems continue to evolve.
• Takes ownership of operational organization for the team rather than simply completing individual assigned tasks.

Required Qualifications

• Associate's degree or equivalent combination of education and relevant experience.
• 2+ years of experience in operations coordination, project coordination, research administration, healthcare administration, business operations, or another highly organized professional environment.
• Demonstrated ability to learn new software applications and technology platforms quickly.
• Advanced organizational and information-management skills.
• Strong proficiency with Microsoft 365 applications, particularly Excel, Outlook, Teams, PowerPoint, Word, and SharePoint.
• Strong attention to detail and demonstrated ability to manage multiple simultaneous priorities.
• Experience maintaining trackers, databases, project lists, or other centralized information sources.
• Strong written and verbal communication skills.
• Ability to work independently, identify next steps, and follow activities through completion.

Preferred Qualifications

• Bachelor's degree in Business Administration, Healthcare Administration, Information Systems, Project Management, Clinical Research, or related field.
• Experience in clinical research, healthcare, pharmaceutical, CRO, or another regulated environment.
• Experience coordinating contracts, agreements, or other document-intensive workflows.
• Experience with clinical trial management systems (CTMS), electronic regulatory systems, project management platforms, databases, or similar business systems.
• Advanced Excel skills, including sorting, filtering, formulas, data validation, and management of large data sets.
• Experience with Microsoft SharePoint, Teams, Power Automate, Microsoft Lists, or similar collaboration and workflow tools.
• Experience supporting multiple departments, managers, or project teams simultaneously.

Key Competencies

• Technology Agility – Quickly learns and effectively uses new technology, systems, and applications.
• Operational Organization – Creates structure around complex information, documents, projects, and priorities.
• Follow-Through – Maintains ownership of open activities until they are completed or appropriately escalated.
• Data Accuracy – Recognizes discrepancies and maintains reliable, current operational information.
• Initiative – Identifies what needs to happen next without waiting for detailed instructions.
• Process Improvement – Looks for opportunities to simplify, standardize, and improve how work is performed.
• Communication – Communicates clearly and professionally and is comfortable requesting information and following up with colleagues across the organization.
• Adaptability – Thrives in a growing organization where priorities, technology, and processes continue to evolve.

Physical Requirements

• Ability to perform prolonged computer-based work.
• Ability to occasionally lift and transport meeting materials and supplies up to 20 pounds.

Disclaimer

The above job description is intended to describe the general nature and level of work performed by employees within this classification. It is not intended to be an exhaustive list of all duties, responsibilities, and qualifications associated with the position.