Bilingual Activities Coordinator

Do you enjoy helping people, building positive relationships, and creating an exceptional experience for others? As a Research Volunteer Liaison (Activities Coordinator), you will play a key role in supporting volunteers throughout their clinical trial journey. Working closely with our Clinical and Screening Teams, you will help coordinate volunteer activities, appointments, and wellbeing initiatives, ensuring participants feel informed, supported, and engaged during their time with us.

This is a varied, people-focused role that requires excellent communication and organisational skills, the ability to manage multiple priorities, and a commitment to delivering a positive volunteer experience while maintaining compliance with Good Clinical Practice (GCP) standards. Fluent English and Spanish language skills are essential to support our diverse volunteer population.

The Role

• The Research Volunteer Liaison (Activities Coordinator) works with the Clinical and Screening Teams to ensure the best possible experience for the volunteers, maximizing the potential for them to maintain compliance during their participation, to complete the trials and return for future studies 
• Coordinates study volunteer activities (transportation to consultation or off-site procedure appointments) and addresses non-study related needs of volunteers during their inpatient stay and throughout their participation 
• Communicates volunteer concerns to supervisor, Clinical Leads and/or Investigators promptly 
• To comply & adhere to GCP guidelines and regulations as required of this role 

Main Tasks and Responsibilities

• Prepares IDs and bracelets based on list of eligible volunteers from Screening 
• Ensures volunteers sign in at all admission and outpatient visits 
• Ensures all study volunteers have gone through the required search procedure during admission days before they are escorted to the designated unit     
• Verifies each study volunteer upon admission through the clinical RSVP system to ensure volunteers have not enrolled in a study after Screening. Provides RSVP reports to Data Entry Coordinator and to the Clinical Research Nurse   
• Organizes and schedules outpatient visits, re-admissions, phone calls follow up, reminders for volunteers, in coordination with Clinical Leads and nurses 
• Prepares volunteers clinic discharge procedures, signs out volunteers at discharge and escorts them to the appropriate exit 
• Obtains approval from Clinical Lead/Project Manager and organizes study volunteer activities (including arts and crafts, games, raffles, birthday cakes, etc.) while ensuring compliance to protocol restrictions   
• Serves as the liaison between the volunteers and the Clinical/Project teams 
• Communicates study volunteer personal needs or requests to Clinical Lead, e.g. personal emergency or immigration appointment. Most cases will require sponsor approval and PM will need to be consulted for this approval 
• Accompanies study volunteers to personal or medical appointments as directed by Clinical Lead, PM or supervisor 
• Prepares daily clinic census and provides form to Clinical Research Nurse on evening shift for review and signature. Maintains completed forms in Census Binder and archives annually 
• Coordinates linen, towels and soap distribution on admission days with Facilities staff  
• Collects volunteers’ personal contraband items, which were removed during the luggage search by Facilities staff, and stores them appropriately until clinical discharge 
• Upon admission of studies with long confinements (>7 nights), discusses supervised walk schedule with Clinical Lead/Project Manager for approval and schedules accordingly, Supervised walks must occur in the closed gated parking area after sponsor approval   
• Maintains inventory of supplies (gift cards, arts & crafts, books, etc) as needed for volunteer recreational activities  
• Assists Clinical Research Nurse during the orientation procedure to study volunteers upon their admission 
• Assists Clinical Research Nurses with follow up calls to volunteers needing unscheduled lab procedures or visits. Completes Subject Communication Form to document volunteer contact  
• Assists with volunteer payment card activation and distribution of Payment Schedules/Logs  
• Assists with distribution of meals to study volunteers as scheduled 
• Assists Clinical Research Nurse with mouth checks as scheduled 
• Assists with administrative tasks and projects as assigned 
• Assists with staff scheduling as required 

Job Demands 

The job may involve the following: 

• Very high concentration of work 
• Strict and tight deadlines 
• Having to juggle a range of tasks/issues simultaneously 
• Working in a hazardous environment with high requirement to follow safety procedures 
• Working outside normal working hours 
• Needing to respond to client demands 

The Candidate

• Excellent interpersonal and communication skills 
• Good problem solving and organizational skills 
• Attention to detail – thorough in task completion 
• Ability to plan and prioritize effectively 
• Ability to coordinate group activities 
• Ability to communicate effectively with individuals from multi-cultural backgrounds 
• Fluent in English and Spanish 
• Professional appearance and demeanor 
• Ability to work in a fast-paced environment 
• High School graduate or equivalent required; Associates degree preferred 

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