Participant Marketing Coordinator

Position Summary

The Participant Marketing Coordinator is responsible for the operational management of participant recruitment activities for assigned clinical trials across the Headlands Research network. This role serves as the primary coordinator for study marketing start-up, sponsor-funded recruitment budgets, regulatory and sponsor submissions, vendor management, and production of participant-facing marketing materials.

Working cross-functionally with Site Operations, Regulatory, Finance, Business Development, Sponsors/CROs, and external vendors, the Participant Marketing Coordinator ensures recruitment campaigns are launched on time, remain within budget, comply with regulatory requirements, and support enrollment goals.

This position combines project management, marketing operations, financial coordination, and operations relationship management to drive successful study activation and participant recruitment.

Study Start-Up & Marketing Project Management

• Coordinate participant recruitment start-up activities for newly awarded clinical trials.
• Develop and manage recruitment project timelines from study award through campaign launch.
• Ensure all marketing deliverables are completed prior to study activation.
• Track study readiness milestones and proactively identify project risks or delays.
• Coordinate activities between Central Recruitment, Site Operations, Regulatory, Sponsors/CROs, Finance, and Business Development.
• Maintain study launch documentation and project status reports.
• Prioritize multiple concurrent study launches while meeting timelines.
• Facilitate study start-up meetings and communicate updates.

Sponsor Budget Management & Financial Coordination

• Review sponsor-approved participant recruitment budgets and contractual marketing allocations.
• Develop study-specific recruitment budgets.
• Manage sponsor-funded marketing budgets throughout each study.
• Track expenditures, forecast spending, and optimize marketing investments.
• Coordinate purchase requests, POs, invoices, and vendor payments.
• Partner with Finance on reconciliation and reporting.
• Prepare budget summaries for leadership and sponsors.
• Monitor enrollment performance and prepare business justifications for supplemental funding.
• Submit and track additional sponsor funding requests and budget amendments.

Sponsor & CRO Coordination

• Serve as the primary operational contact regarding participant recruitment activities.
• Coordinate sponsor review and approval of recruitment strategies and materials.
• Prepare sponsor-facing recruitment updates and budget reports.
• Maintain documentation of sponsor approvals and communications.

Regulatory & Submission Management

• Prepare recruitment material packages for IRB/EC and sponsor submissions.
• Coordinate review and approval of participant-facing materials.
• Track approvals, amendments, and expiration dates.
• Maintain regulatory documentation and version control.

Vendor Management

• Manage creative agencies, print vendors, digital advertising agencies, translation services, promotional product vendors, and community outreach vendors.
• Coordinate timelines, quotes, purchasing, invoices, and distribution of recruitment materials.

Traditional Marketing Materials

• Coordinate creation, production, approval, and distribution of flyers, brochures, posters, rack cards, referral cards, physician referral materials, community outreach materials, event signage, direct mail, recruitment giveaways, and promotional materials.
• Ensure all materials are IRB approved, sponsor approved, brand compliant, and delivered on schedule.

Reporting & Performance Tracking

• Maintain reports for study start-up timelines, campaign status, budget utilization, sponsor funding requests, vendor performance, approvals, marketing ROI, and operational metrics.
• Provide regular updates to leadership regarding project status, risks, and recruitment readiness.

Qualifications

• Bachelor's degree in Marketing, Business Administration, Healthcare Administration, Communications, Clinical Research, or related field preferred.
• 2–5 years of project coordination, marketing operations, clinical research, or healthcare administration experience.
• Experience with study start-up, sponsor budgets, and vendor management preferred.