Participant Marketing Coordinator

Summary

Headlands Research is a network of advanced clinical trial sites dedicated to enhancing clinical trial delivery and broadening participant outreach. The Participant Marketing Coordinator manages recruitment start-up, sponsor-funded budgets, regulatory submissions, vendors, marketing materials, and performance reporting to support timely study activation and enrollment goals.

Responsibilities

• Coordinate participant recruitment start-up activities for newly awarded clinical trials
• Develop and manage recruitment project timelines from study award through campaign launch
• Ensure all marketing deliverables are completed prior to study activation
• Track study readiness milestones and proactively identify project risks or delays
• Coordinate activities between Central Recruitment, Site Operations, Regulatory, Sponsors/CROs, Finance, and Business Development
• Maintain study launch documentation and project status reports
• Prioritize multiple concurrent study launches while meeting timelines
• Facilitate study start-up meetings and communicate updates
• Review sponsor-approved participant recruitment budgets and contractual marketing allocations
• Develop study-specific recruitment budgets
• Manage sponsor-funded marketing budgets throughout each study
• Track expenditures, forecast spending, and optimize marketing investments
• Coordinate purchase requests, POs, invoices, and vendor payments
• Partner with Finance on reconciliation and reporting
• Prepare budget summaries for leadership and sponsors
• Monitor enrollment performance and prepare business justifications for supplemental funding
• Submit and track additional sponsor funding requests and budget amendments
• Serve as the primary operational contact regarding participant recruitment activities
• Coordinate sponsor review and approval of recruitment strategies and materials
• Prepare sponsor-facing recruitment updates and budget reports
• Maintain documentation of sponsor approvals and communications
• Prepare recruitment material packages for IRB/EC and sponsor submissions
• Coordinate review and approval of participant-facing materials
• Track approvals, amendments, and expiration dates
• Maintain regulatory documentation and version control
• Manage creative agencies, print vendors, digital advertising agencies, translation services, promotional product vendors, and community outreach vendors
• Coordinate timelines, quotes, purchasing, invoices, and distribution of recruitment materials
• Coordinate creation, production, approval, and distribution of flyers, brochures, posters, rack cards, referral cards, physician referral materials, community outreach materials, event signage, direct mail, recruitment giveaways, and promotional materials
• Ensure all materials are IRB approved, sponsor approved, brand compliant, and delivered on schedule
• Maintain reports for study start-up timelines, campaign status, budget utilization, sponsor funding requests, vendor performance, approvals, marketing ROI, and operational metrics
• Provide regular updates to leadership regarding project status, risks, and recruitment readiness

Skills

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

Qualifications

Must Haves

• 2–5 years of project coordination, marketing operations, clinical research, or healthcare administration experience

Nice to Haves

• Bachelor's degree in Marketing, Business Administration, Healthcare Administration, Communications, Clinical Research, or related field preferred
• Experience with study start-up, sponsor budgets, and vendor management preferred