The posting
Summary
Work closely with the Principal Investigator(s), research leadership, clinical research coordinators, and collaborators to coordinate the day-to-day operational and administrative activities of a portfolio of maternal–fetal medicine clinical trials and related research studies. Serve as a central point of coordination for multisite projects, ensuring effective communication, organized study documentation, timely completion of deliverables, and consistent follow-through across participating institutions. Support study start-up, implementation, reporting, and closeout while facilitating achievement of research milestones and sponsor requirements.
Primary Responsibilities
- Coordinate operational activities across multiple clinical studies and participating sites; maintain master study calendars, milestone trackers, site contact lists, and deliverable logs.
- Organize investigator, steering committee, site coordinator, and working-group meetings across institutions; prepare agendas, distribute materials, document decisions, and circulate minutes and action items.
- Proactively follow up with study teams and external collaborators on outstanding materials, approvals, data requests, training, action items, and deadlines; escalate delays or risks to study leadership.
- Coordinate site onboarding and activation checklists, including collection and tracking of required documents, training records, delegation logs, agreements, and other start-up materials in collaboration with regulatory and grants staff.
- Facilitate consistent dissemination of protocol updates, manuals of procedures, standardized forms, recruitment materials, and other approved study resources across sites.
- Organize site visits, investigator meetings, training sessions, and virtual events; coordinate logistics and maintain attendance and completion records.
- Maintain organized shared files, document version controls, study databases and operational dashboards with appropriate access permissions.
- Compile site-level progress updates, including enrollment, retention, visit completion, data-query status, and milestone achievement, using information supplied by authorized study personnel.
- Prepare regular operational status summaries for PIs and study leadership, highlighting overdue tasks, upcoming deadlines, dependencies, and items requiring decisions.
- Assist with sponsor reports, annual progress reports, presentations, manuscripts, and other project deliverables by coordinating inputs and tracking submission timelines.
- Act as a professional liaison among investigators, research staff, collaborating institutions, community partners, and institutional support offices.
- Weekly study dashboard: provides the PI with one overview of recruitment, milestones, deadlines, and outstanding issues across trial
- Assist leadership and grants administration with budget tracking, invoices, subcontract milestones, purchasing, reimbursements, and site payment documentation.
- Coordinate staff onboarding, interview logistics, scheduling, and training documentation as requested.
- Help develop and update study communications, educational materials, standard operating procedures, websites, and forms; perform other related duties as assigned.
Knowledge – Skills – Abilities
Strong organizational and project-management skills; ability to coordinate multiple concurrent studies, anticipate deadlines, follow through independently, and communicate clearly across sites. Proficiency with Microsoft Office (especially Excel, Outlook, Teams, and SharePoint) and familiarity with tracking tools and data collection tools such as REDCap. Discretion with confidential information; collaborative, culturally responsive communication; attention to detail and problem-solving. Familiarity with human-subjects research, Good Clinical Practice, and IRB processes is preferred.
Qualifications
Appropriate experience may be substituted for education on an equivalent basis.
Minimum Required Education: Bachelor’s degree
Minimum Required Experience: 3 years
Preferred Education: Bachelor’s or Masters
Preferred Experience: Experience coordinating multisite clinical research, NIH-funded projects, academic medical center workflows, REDCap/CTMS, regulatory documentation, and meeting facilitation
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Physical Requirements
Work requires occasionally lifting moderate weight materials, standing, or walking continuously.
Work Environment
Occasional exposure to dust, noise, temperature changes, or contact with water or other liquids. Work is performed in an environmentally controlled environment.
Sensory Acuity
Ability to detect and translate speech or other communication required. May occasionally require the ability to distinguish colors and perceive relative distances between objects.
Why MCW?
- Outstanding Healthcare Coverage, including but not limited to Health, Vision, and Dental. Along with Flexible Spending options
- 403B Retirement Package
- Competitive Vacation and Paid Holidays offered
- Tuition Reimbursement
- Paid Parental Leave
- Employee & Family Assistance Program (EFAP)
- Pet Insurance
- On campus Fitness Facility, offering onsite classes
- Additional discounted rates on items such as: Select cell phone plans, local fitness facilities, Milwaukee recreation and entertainment etc.
For a brief overview of our benefits see: Benefits Overview
For a full list of positions see: MCW Careers
At MCW all of our endeavors, from our internal operations to our interactions with our partners, are driven by our shared organizational values: Caring – Collaborative – Curiosity – Inclusive – Integrity – Respect. We are committed to fostering an inclusive environment that values diversity in backgrounds, experiences, and perspectives through merit-based processes and in alignment with all applicable laws. We believe that embracing human differences is critical to realize our vision of a healthier world, and we recognize that a healthy and thriving community starts from within. Our values define who we are, what we stand for and how we conduct ourselves at MCW. If you believe in embracing individuality and working together according to these principles to improve health for all, then MCW is the place for you. For more information, please visit our institutional website.
MCW as an Equal Opportunity Employer and Commitment to Non-Discrimination:
The Medical College of Wisconsin (MCW) is an Equal Opportunity Employer. We are committed to fostering an inclusive community of outstanding faculty, staff, and students, as well as ensuring equal educational opportunity, employment, and access to services, programs, and activities, without regard to an individual's race, color, national origin, religion, age, disability, sex, gender identity/expression, sexual orientation, marital status, pregnancy, predisposing genetic characteristic, or military status. Employees, students, applicants or other members of the MCW community (including but not limited to vendors, visitors, and guests) may not be subjected to harassment that is prohibited by law or treated adversely or retaliated against based upon a protected characteristic.
