Summary

The Research Coordinator II is a position with responsibilities split between MEDDOS Clinical Trials and the Division of Cardiothoracic Surgery's faculty-led clinical outcomes research. The role focuses on development of academic presentations,  abstracts, and manuscripts with coordination of literature review, preparation of publication-ready tables and figures, and submission to journals and scientific meetings. This role will also have oversight of screening, enrollment, and monitoring of research participants.

The position works closely with faculty investigators, clinical research teams, statisticians, investigational pharmacies, sponsors, regulatory agencies and senior research staff to support timely and accurate dissemination of research findings. Success in this role requires comfort working closely with faculty and clinical teams, managing iterative revisions, motivating others to meet deadlines, and frequent collaboration with medical students and residents while maintaining high standards for accuracy, professionalism, and presentation. The Research Coordinator II operates with a high degree of independence across multiple concurrent projects.

This role is designed for a Research Coordinator with a demonstrated aptitude for scientific communication and academic research support within a hybrid model. While a significant portion of the position focuses on analytical thinking, writing, organization, and collaboration to support scholarly work, the MEDDoS Clinical Trials component includes direct patient interaction and coordination in accordance with approved protocols.

The position primarily follows standard business hours, with flexibility to accommodate occasional early mornings, evenings, or weekend work as necessitated by study protocols. 

Job Duties

• Support outcomes research, clinical studies, and academic scholarship by assisting with scientific writing, publication development, and submission workflows.
• Prepare slide decks and visual materials for scientific meetings, invited talks, and internal presentations.
• Conduct structured literature searches (e.g., PubMed) to support manuscripts, abstracts, background sections, and presentations.
• Assist with drafting, editing, formatting, and finalizing scientific manuscripts, abstracts, and related materials in accordance with journal and conference requirements.
• Manage manuscript and abstract submissions through online portals (e.g., Editorial Manager, ScholarOne), including authorship documentation, file uploads, compliance checks, revision tracking, and correspondence.
• Collaborate with senior research staff to ensure consistency of terminology, formatting, and presentation style across publications.
• Enhance faculty productivity by managing time‑intensive scientific and administrative support tasks.
• Support the research mission by facilitating collaboration with BCM medical students and residents.
• Coordinate day‑to‑day activities of research protocols, including screening, enrollment, consent, monitoring, and follow‑up of research participants.
• Interview, screen, and obtain informed consent from study participants; explain study processes and procedures to educate participants regarding research protocols.
• Schedule research participants for protocol‑required tests and procedures, including laboratory tests, imaging, surgeries, and other study‑specific activities.
• Attend surgical procedures as required by the study protocol.
• Collect, document, and manage clinical and research data in accordance with study protocols; ensure timely completion of Case Report Forms (CRFs) and accurate entry into Electronic Data Capture (EDC) systems.
• Retrieve, review, and submit test results to appropriate internal and external parties.
• Ensure accurate data collection, documentation, organization, and protection of the safety and confidentiality of research participants.
• Establish, organize, and maintain regulatory binders, source documents, study files, and other study‑specific materials.
• Assist the Principal Investigator (PI) and Regulatory staff with the preparation, review, tracking, and submission of documents to the Institutional Review Board (IRB).
• Work closely with the PI and Regulatory staff to ensure compliance with all regulatory, institutional, and study‑specific requirements, including IRB approvals, education requirements, conflict of interest disclosures, participant and staff safety protections, and financial terms and conditions.
• Assist the PI with submission of event reports, including non‑compliance, adverse events, and unanticipated problems.
• Track protocol amendments, clarification letters, and study updates; implement changes accordingly.
• Collect, process, ship, and maintain documentation for biological specimens in accordance with study protocols.
• Maintain adequate inventory of study supplies.
• Manage investigational drug or device accountability in compliance with sponsor protocols and institutional policies, when applicable.
• Coordinate participant payments in accordance with BCM and site‑affiliated policies and procedures.
• Perform billing reconciliation in EPIC for research‑related procedures billed to the study.
• Attend investigator meetings as required or requested by the PI and/or sponsor.
• Performs other job duties as assigned.

Minimum Qualifications

• Bachelor's degree in a related field. Four years of related experience may substitute for degree requirement.
• One year of relevant experience.

Preferred Qualifications

• Master’s degree preferred.
• Strong written and verbal communication skills with high attention to detail.
• Demonstrated ability to manage multiple projects and meet deadlines.
• Experience with scientific writing, abstract or manuscript preparation, and medical literature review.
• Familiarity with an academic medical setting.
• Familiarity with aortic surgery, cardiovascular research, or related surgical subspecialties.
• Proficiency with Microsoft Word, PowerPoint, and Excel.
• Experience with REDCap, EPIC, Medidata, and/or Oracle preferred.
• Familiarity with reference management tools (e.g., EndNote, Zotero, Mendeley) preferred.
• Strong problem‑solving skills, initiative, and professionalism when working with faculty, clinical teams, and external collaborators.