Clinical Trial Travel Coordinator

Job Description

Job Description

Salary : 55 to 75K

Position Summary : The Clinical Trial Travel Coordinator will play a critical role at The Progeria Research Foundation (PRF) by managing logistics and serving as the primary point of contact for trial site coordinators from participating Boston hospitals. This position is responsible for handling travel logistics for children with Progeria and their families, who come from all over the world to participate in clinical drug trials at Boston Children's Hospital. Additionally, the Patient Travel Coordinator will support the Patient Programs Coordinator with various tasks related to Progeria studies and patient programs. This position is full time, Tuesday to Saturday work schedule. Must be able to commute to Peabody, MA weekly.

The successful candidate must be highly organized, energetic, and capable of working in a small, mission-driven team. The ideal candidate must demonstrate the ability to multitask, possess excellent verbal and written communication skills, and exercise sound judgment in managing diverse responsibilities. This role requires strong administrative and organizational skills, problem-solving ability, and the capability to prioritize tasks effectively.

Organization Overview : The Progeria Research Foundation (PRF) is the only organization globally dedicated to discovering treatments and a cure for Progeria and its associated aging disorders, including heart disease. Progeria is a rare, fatal genetic disorder that accelerates aging in children, typically leading to death from heart disease at an average age of 14.6 years. Join us in our mission to find a cure for these inspiring children. Learn more at www.progeriaresearch.org.

Essential Responsibilities :

Family Communication and Logistics : Act as the primary liaison between families and trial site coordinators at Boston hospitals. Coordinate and communicate with families on all trial-related logistics, utilizing telephone interpretation services when necessary.

Travel and Accommodation Arrangements : Manage international travel, including passports, visas, flights, lodging, airport pick-ups, and translators for families participating in clinical trials at Boston Children's Hospital. Provide transportation for families arriving in the Boston area.

Collaboration with Trial Teams : Work closely with clinical trial teams and PRF programs to ensure smooth coordination of trials and family care.

Family and Patient Support : Assist PRF staff in gathering photographs, videos, and other materials from families for event planning, seasonal mailings, and newsletters. Track inquiries from potential new patients and manage communication through PRF's Clinical Trials Facebook page.

Data Entry and Record Keeping : Input patient and physician information into PRF's Donor Perfect database, create status sheets for new patients, provide monthly updates to the Living Child / Adult List including updates to web-site maps.

Call Support : Act as a backup for calls between the Medical Director and families or physicians, including introductory calls, trial calls, and consent discussions. Prepare notes, status sheets, and forms for these calls.

Administrative Tasks : Manage calling cards for PRF, the Medical Director, and Clinical Trial personnel. Track the distribution of Clinical Care Handbooks and assist with general filing, record-keeping, and audit preparation. Provide administrative support in office, as needed.

Workshop : Work closely with internal and external stakeholders as administrative support for PRFs International Scientific Conference including but not limited to marketing, travel arrangements, tracking speakers and registrants, submitting grant applications.

Confidentiality : Demonstrate a thorough understanding of HIPAA regulations, uphold patient confidentiality, and engage in interactions that respect patient privacy.

Additional Responsibilities :

Scheduling and Travel Support : Serve as a backup for the Medical Directors scheduler, managing a busy appointment calendar and travel schedule. Arrange travel for the Medical Director and Executive Director.

Project Assistance : Provide assistance with ongoing projects for PRF staff as needed.

Availability : This role requires weekend and night work, a valid drivers license, and a reliable vehicle.

Qualifications :

Strong problem-solving abilities, organizational skills, and communication skills, particularly with families and clinical trial teams.

Advanced proficiency with Microsoft Office Suite and Outlook.

Ability to work independently, handle confidential information, and interact professionally with families of children with Progeria, medical professionals, donors, board members, and volunteers.

Experience with international travel planning, different cultures, and supporting high-level corporate or nonprofit leaders is preferred.

Experience in a nonprofit or travel industry setting is highly desirable.

Bachelors degree and at least 3 years of administrative support experience required.