Participant Marketing Coordinator

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Headlands Research

WebsiteLinkedInAll Job Openings

201 - 500 employees

Founded 2018

🏥 Healthcare

⚕️ Healthcare Insurance

💊 Pharmaceuticals

💰 $2.9M Venture Round on 2022-05

Healthcare • Healthcare Insurance • Pharmaceuticals

Headlands Research is a multinational integrated clinical trial site organization that focuses on large-volume recruitment and retention of diverse, inclusive populations through extensive site databases and physician partnerships. With over 5,000 clinical trials successfully completed and a dedicated team of clinical research professionals, Headlands Research is committed to advancing innovative medical therapies to improve lives in various therapeutic areas, including CNS, mental health, and vaccines.

📋 Description

• Coordinate participant recruitment start-up activities for newly awarded clinical trials • Develop and manage recruitment project timelines from study award through campaign launch • Ensure marketing deliverables are completed before study activation • Track study readiness milestones and identify project risks or delays • Coordinate Central Recruitment, Site Operations, Regulatory, Sponsors/CROs, Finance, and Business Development activities • Maintain study launch documentation and project status reports • Prioritize concurrent study launches and facilitate start-up meetings • Review sponsor-approved recruitment budgets and contractual marketing allocations • Develop study-specific recruitment budgets and manage sponsor-funded marketing budgets • Track expenditures, forecast spending, optimize marketing investments, and prepare budget summaries • Coordinate purchase requests, POs, invoices, vendor payments, reconciliation, and reporting • Monitor enrollment performance and prepare supplemental funding justifications and requests • Serve as the primary operational contact for participant recruitment activities with sponsors and CROs • Coordinate sponsor review and approval of recruitment strategies and materials • Prepare sponsor-facing recruitment updates and budget reports • Prepare recruitment material packages for IRB/EC and sponsor submissions • Track approvals, amendments, and expiration dates while maintaining regulatory documentation and version control • Manage creative, print, digital advertising, translation, promotional product, and community outreach vendors • Coordinate production, approval, and distribution of participant-facing marketing materials • Maintain reports on timelines, campaign status, budget utilization, funding requests, vendor performance, approvals, marketing ROI, and operational metrics • Provide leadership with updates on project status, risks, and recruitment readiness

🎯 Requirements

• 2–5 years of project coordination, marketing operations, clinical research, or healthcare administration experience • Experience with study start-up, sponsor budgets, and vendor management preferred • Bachelor's degree in Marketing, Business Administration, Healthcare Administration, Communications, Clinical Research, or related field preferred