Clinical Recruitment Specialist

Description

Overview

PhaseWell Research is seeking a detail-oriented and personable Recruitment Specialist to support the start-up and enrollment phases of clinical trials across the site. This role is responsible for direct participant outreach and engagement, identification of potential study participants, and accurate maintenance of recruitment data and tracking systems. The Recruitment Specialist works closely with clinical and administrative staff, sponsors, and prospective study participants, and reports directly to the Recruitment Manager.

Key Responsibilities

Cross-Functional Collaboration

• Work collaboratively across cross-functional groups — including Regulatory, Clinical Operations, Quality/Compliance, Data Management, clinic staff, Principal Investigators, Sub-Investigators, Clinical Research Coordinators (CRC) and study participants.

• As requested, attend study start-up meetings with internal staff and/or sponsor/CRO representatives, and contribute to recruitment strategy discussions.

• Attend recruitment plan meetings for assigned trials; prepare summaries of recruitment activity and results in advance.

Direct Participant Recruitment

• Conduct direct participant outreach via telephone, text, email, or in person to explain study opportunities to potential participants.

• Apply Prospect Relationship Management (PRM) practices — tracking participant interest and nurturing prospects from first contact through enrollment decision.

• Deliver scripted questions and answers in accordance with IRB-approved materials.

• Clearly communicate the value and purpose of study participation to prospective subjects.

• Apply working knowledge of inclusion and exclusion criteria; collaborate with CRCs and the Medical Director on key eligibility questions.

• Respond to participant questions and concerns with accuracy and professionalism.

• Collect all relevant participant contact information.

• Accurately input participant demographic and recruitment data into CTMS and tracking systems (CRIO, Excel).

• Identify and obtain contact details of potential participants from approved recruitment sources.

• Schedule appointments.

• Respond to inbound calls from prospective participants responding to advertisements.

• Conduct timely follow-up outreach with prospects following initial contact.

• Engage with participants during community events.

Recruitment Tracking & Reporting

• Maintain timely and accurate updates to sponsor/CRO recruitment campaign logs and portals.

• Accurately document all recruitment activity in the site CTMS, including participant traits, medications, demographics, and referral source.

• For initial contacts not currently eligible, inquire about and document interest in being retained in the recruitment database for future studies.

Community Engagement

• As directed, support affiliated physician practices with chart review activities, including education on eligibility criteria for specific trials.

• Participate in community outreach activities to support recruitment pipeline development.

• Assist with general recruitment support activities as needed, including filing, database maintenance, and ordering of recruitment materials and supplies.

Compliance & Quality

• Conduct all recruitment activities in accordance with Good Clinical Practice (GCP) and applicable protocol and regulatory requirements.

• Maintain compliance with state, local, and OSHA guidelines and regulations.

• Apply appropriate precautions to ensure human subject protection at all times.

Qualifications

Education

• Bachelor's degree preferred, ideally in a health-related field or marketing. Equivalent experience will be considered in lieu of a degree.

Location

• On-Site Monday-Friday

• Local travel for community outreach and site events; <30% of time

Experience

• Prior experience in a clinical research environment preferred.

• Relevant work experience in sales, marketing, promotions, or telemarketing is a plus.

Knowledge & Skills

• Knowledge of Customer Relationship Management (CRM) systems and principles.

• Knowledge of sales and telemarketing principles and strategies.

• Working knowledge of the clinical research trial process and basic understanding of relevant disease states.

• Proficiency in MS Word, Excel, and Outlook; comfort learning relevant CTMS/CRM platforms (CRIO preferred).

• Strong communication and interpersonal skills, with the ability to build rapport with prospective participants and clinical staff.

• High attention to detail and strong organizational skills.

• Background in healthcare or science fields is a plus, along with familiarity with web-based and print marketing.

• Working knowledge of research regulations and sponsor-specific reporting formats.

Cultural Values Fit

• Patients First — Keeps patient well-being, safety, and dignity at the center of every recruitment decision; safeguards quality of care and protocol integrity.

• Hustle Harder — Takes ownership of enrollment targets and moves with urgency; follows through on commitments without reminders and pushes for results in a fast-moving environment.

• Authenticity, Always — Speaks candidly and honestly while remaining thoughtful and respectful; communicates transparently with patients, teammates, and leadership.

• Serve with Joy — Brings warmth and positive energy to patient and team interactions; welcomes coaching as a growth opportunity and supports the development of others.

• Excellence Together — Pursues high standards and continuous improvement collaboratively; partners across clinical, marketing, and administrative teams to deliver consistent, compliant results.

Benefits

Full-time employees regularly scheduled to work 30 or more hours per week are eligible for:

• Medical, dental, and vision coverage

• Health Savings Account (HSA) and Flexible Spending Accounts (FSA)

• Company-paid life and disability insurance

• A 401(k)-retirement plan with company match

• Paid time off (PTO) and paid holidays

• Employee Assistance Program (EAP) for mental health, financial, and legal support

Typical Working Conditions

Work is performed in an office environment involving extended periods of sitting or mobility, occasional bending and stooping, and occasional lifting of up to 45 pounds. Requires manual dexterity to operate standard office equipment, vision correctable to 20/20 to read protocols and screens, and hearing within normal range for telephone use. The role involves frequent contact with pharmaceutical sponsors and possible exposure to blood products, bloodborne pathogens, body fluids, accidental needle sticks, hazardous materials, and latex. Occasional travel by personal vehicle is required.