Clinical Operations Specialist

Clinical Operations Specialist

Payrate: $44.00 - $45.00/hr

Summary: The Clinical Operations Specialist will serve as the operational backbone of Clinical Team, providing executive-level administrative and project support to the clinical team as directed by the Chief Medical Officer. Our Clinical Team creates, reviews, and maintains library of microlearning video education; recruits and collaborates with clinical Subject Matter Experts (SMEs) across the country; and supports clinical strategy and product development, including our AI-powered clinical content surveillance and patient-facing AI tools. This role keeps that work moving — coordinating schedules, content review workflows, SME engagement, and cross-functional deliverables — so our clinicians can focus on clinical review, content creation, and strategy. The Clinical Operations Specialist will use AI tools daily to work more efficiently and will help the team find new ways to streamline its workflow. This person will partner closely with the content, product, sales, marketing, and operations teams. This is a full-time role reporting to the Chief Medical Officer.

Roles & Responsibilities:

The following is not all-inclusive but delineates the main areas of focus for this role:

• Executive & calendar support: Manage calendars, scheduling, and meeting logistics for four physicians and two nurses; prepare agendas, briefing materials, and pre-reads; capture meeting notes, decisions, and action items, and drive follow-up to completion.
• Project management: Plan, track, and coordinate Clinical Team projects from concept through completion — including new content creation, content library refresh/review cycles, and AI product validation work — maintaining timelines, trackers, and status reports, and flagging risks and delays early.
• Content workflow coordination: Assist in moving scripts, outlines and videos through clinical review, SME review, revisions, and final sign-off; review documentation and audit trails.
• SME & advisory panel coordination: Support the recruitment and onboarding of clinical SMEs and advisory panel members, including outreach, scheduling, agreements, onboarding materials, honoraria/payment processing, and ongoing communication.
• Presentations & communications: Build polished, compelling slide decks, one-pagers, and reports for internal leadership, clients, partners, and conferences; draft and edit correspondence, summaries, and updates on behalf of the Clinical Team.
• AI-enabled workflow: Use generative AI tools (e.g., Claude, ChatGPT, Microsoft Copilot) to draft, summarize, research, organize, and analyze information; build and maintain reusable prompts, templates, and automated workflows; and help the team adopt AI best practices, always with appropriate human verification of any clinical content.
• Literature & guideline support: Help locate current clinical guidelines, journal articles, and references; organize citation libraries and evidence summaries for clinician review.
• Data & reporting: Maintain trackers and dashboards (e.g., content review status, SME engagement, AI content surveillance flags) and prepare metrics and progress reports for leadership.
• Feedback sessions: Coordinate logistics for patient, nurse, and caregiver feedback sessions and peer reviews; compile and summarize feedback for the Clinical Team.
• Process & documentation: Develop and maintain standard operating procedures (SOPs), templates, shared drives, and knowledge bases; identify workflow bottlenecks and recommend process improvements.
• Cross-functional liaison: Serve as the Clinical Team's day-to-day point of contact with content, product/engineering, sales, marketing, operations.
• Events & travel: Coordinate logistics for conferences, client meetings, filming/production days, and team travel; process expense reports and invoices.
• Confidentiality & compliance: Handle sensitive and proprietary information with discretion and support adherence to company policies, including data privacy and document retention.

Requirements:

• Experience: At least 3 years of experience as an executive assistant, project coordinator, clinical operations coordinator, or in a similar role, ideally supporting multiple senior leaders or physicians in healthcare, life sciences, health technology, or medical publishing.
• Project management: Strong, demonstrated project management skills, with the ability to manage multiple projects and deadlines simultaneously; experience with project management tools (e.g., Asana, Smartsheet, Monday.com, or Jira). PMP or CAPM certification is a plus.
• Presentation skills: Ability to build high-quality, visually compelling presentations in PowerPoint and/or Google Slides and to communicate complex information clearly, including through data visualization.
• AI proficiency: Solid, hands-on experience using generative AI tools to complete real work tasks — such as drafting, summarizing, research, data analysis, and building presentations — along with a clear understanding of their limitations and the need to verify outputs. Candidates should be prepared to share examples of AI-enabled workflows they have built or used.
• Clinical or scientific background: Preferred but not required — for example, a degree or coursework in nursing, public health, biology, or health sciences, or experience as a medical assistant, clinical research coordinator, or in medical writing or publishing. Familiarity with medical terminology is strongly preferred.
• Technology: Advanced proficiency with Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams) and/or Google Workspace, and comfort learning new software platforms quickly.
• Organization & prioritization: Exceptional ability to balance competing priorities from multiple stakeholders, anticipate needs before they arise, and meet time-sensitive deadlines.
• Attention to detail: Highly detail-oriented, with strong quality-control instincts when tracking documents, versions, and deliverables.
• Communication: Excellent written and verbal communication skills, with polished, professional correspondence when working with clinicians, executives, and external partners.
• Discretion: Demonstrated ability to handle confidential and sensitive information with professionalism.
• Team orientation: A collaborative team player with the ability to work effectively across a cross-functional organization.
• Education: Bachelor's degree required; a degree in a scientific, health, or related field is preferred.
• Work style: Proactive, resourceful, and internally driven; able to multitask in a fast-paced environment; motivated to do great work and mission-oriented.

Pay Transparency: The typical base pay for this role across the U.S. is: $44.00 - $45.00/hr. Non-exempt positions are eligible for overtime at a rate of 1.5 times the base hourly rate for all hours worked in excess of 40 in a work week, or as required by state or local law. Final offer amounts, within the base pay set forth above, are determined by factors including your relevant skills, education and experience. Full-time employees are eligible to select from different benefits packages. Packages may include medical, dental, and vision benefits, health savings accounts with qualified medical plan enrollment, 10 paid days off, 3 days paid bereavement leave, 401(k) plan participation with employer match, life and disability insurance, commuter benefits, dependent care flexible spending account, accident insurance, critical illness insurance, hospital indemnity insurance, accommodations and reimbursement for work travel, and discretionary performance or recognition bonus. Sick leave and mobile phone reimbursement provided based on state or local law.

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