What You’ll Do

As our Coordinator (CSS), you will be responsible for the recruitment, follow up and scheduling of a specific number of engagements, both virtual, as well as LIVE and aligned to upcoming conferences. You will be simultaneously managing two different workstreams, aligned to the same client, while giving equal attention to both. Attention to details and proper, clear tracking of all communications will be key.

A Day in the Life

Workshop Recruitment

• Scrub target lists for missing attendee information (i.e., email addresses, site numbers, admin details, etc.), site specific
• Draft, edit and translate all external communications for each round of recruitment and route it internally for approval and in a timely manner
  • External communications to include:
    • Save the Dates, per workshop, per study
    • Invitations, per workshop, per study
    • Follow up communication, per workshop, per study
• Manually send invitations via Outlook, cc’ing different client(s) and support vendors, per invitation, per workshop, per site
• Track all correspondence with all the target sites / attendees in the aligned dashboard (one dashboard per study)
• Manually track all recruitment responses and follow up regularly to ensure full recruitment for each workshop
• Manage RSVP reports, ensuring they are clean and updated in real time
• Be comfortable managing multiple workshops at a time; each with their own timeline, due date(s) and recruitment schedule
• Communicate directly with client meeting planning vendor to ensure they have proper recruitment numbers to allow them to accurately manage F&B, travel, sleeping rooms, etc.
• Attend bi-weekly client status calls to be able to deliver all recruitment updates firsthand
• Attend weekly status calls with the meeting planning vendor to provide them with recruitment updates
• Manage rolling recruitment, meaning if the HCP is unable to attend following the first request, they will fall to the next round

Site Engagements

• Manually reach out to all identified HCPs and request their availability to meet, cc’ing different clients and support vendors accordingly
• Track all responses in real time and manage all follow up accordingly to ensure full recruitment from all target participants
• Work with client(s) to align on a date, time and location for each engagement (LIVE or virtual) as each HCP confirms their willingness to meet
• Send calendar holds to all confirmed attendees
• Potentially source and secure meeting space as requested by the client
• Attend bi-weekly client status calls to be able to deliver all recruitment updates firsthand
• Other duties may be assigned to help drive deliverables within this role

What You Must Have

• Ability to work quickly on your feet without little warning
• Extreme attention to detail

About Us

We are a people-first, purpose-driven, independent network of healthcare and scientific communications agencies committed to helping clients in the oncology and hematology marketplace. Founded in 2007, we are the workplace of the future – now. With 275+ employees operating in a 100% virtual environment, we harness the talents and expertise of our team without geographic or time-zone constraints. We measure success by how well we deliver on our mission and the happiness of our people and our clients. Join us!