Admission Specialist

Description

JOB SUMMARY

The Admissions Specialist is responsible for coordinating subject admissions, intake, and front-end clinic operations to ensure a positive participant experience and efficient study execution. This role serves as the primary point of contact for participants and visitors, verifies subject information for accuracy and completeness, and facilitates seamless handoffs between scheduling, admissions, and clinical operations. The Admissions Specialist plays a critical role in supporting clinic flow, maintaining accurate records, and ensuring participants are prepared for study activities in accordance with company procedures and study requirements.

RESPONSIBILITIES

• Coordinate admissions and intake activities, ensuring participants are prepared for arrival and efficiently transitioned through check-in and handoff to clinic staff.
• Verify demographic, payment, identification, and other required participant information for accuracy and completeness prior to clinic admission.
• Enter, update, and maintain participant information within Clinical Conductor and other required systems or sponsor platforms.
• Process participant stipend payments and maintain associated records in accordance with study and company requirements.
• Verify participant eligibility and identity through approved verification systems and procedures.
• Support a positive participant experience through professional communication and seamless coordination between scheduling, admissions, and clinic operations.
• Monitor participant arrival readiness and communicate delays, issues, or barriers that may impact visit flow or operational efficiency.
• Assist with preparation, organization, and maintenance of admission, screening, and study-related documentation.
• Scan, organize, and maintain participant and guest sign-in logs within designated storage locations to ensure records remain accurate, accessible, and audit-ready.
• Maintain a professional, organized, and welcoming reception and admissions area.
• Communicate participant updates, arrival status, and operational needs to the clinical team through established communication channels.
• Collaborate closely with Recruitment, Screening Team, Clinical Research Coordinators, Team Leads, and Clinic Managers to support accurate participant information and efficient clinic operations.
• Identify and escalate operational concerns, documentation issues, or process barriers that may impact participant flow, study timelines, or clinic efficiency.
• Maintain compliance with company SOPs, study requirements, privacy regulations, and applicable policies.
• Complete all required training and competency assessments within established timelines.
• Other duties as assigned

TRAVELING

No traveling required.

Requirements

• The position requires at least High School Diploma or equivalent required.
• Associate's degree preferred.
• Minimum of 1-2 years of experience in healthcare, clinical research, customer service, hospitality, administrative support, or related field preferred.
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and Teams.
• Experience with clinical research databases, subject payment platforms, scheduling systems, or electronic record systems preferred.
• Strong organizational, clerical, and data entry skills with a high degree of accuracy and attention to detail.
• Excellent verbal and written communication skills.
• Strong customer service skills and professional demeanor when interacting with participants, sponsors, vendors, and visitors.
• Ability to learn and utilize company systems, procedures, and sponsor-specific requirements.