Scheduling Coordinator

This is a regular, onsite full-time
position in our
New Haven, Connecticut facility, with the flexibility to work from home remotely with prior approval from their direct supervisor.

The Scheduling Coordinator is a specialized role within the clinical research team, with primary responsibility for managing and coordinating visit schedules to ensure alignment with study timelines. This position is central to maintaining operational efficiency across staff and upholding the integrity of study workflows. The Scheduling Coordinator ensures that all visits are scheduled accurately, resource needs are anticipated, and study milestones are met on time.

About Mitro

MITRO Biotech Co., Ltd. is a molecular imaging contract research organization (MI-CRO) company in China. MITRO provides outstanding contract research for new drug development using radiolabeling and molecular imaging techniques. MITRO provides integrated solutions, including evaluation of potential therapeutics, biodistribution, pharmacokinetics and pharmacodynamics. MITRO provides translational research using a wide range of non-clinical through Phase 0 clinical trial services. MITRO's focus includes but is not limited to: cancer, coronary heart disease, Alzheimer disease, epilepsy, Parkinson disease, rheumatoid arthritis, diabetes, gene expression, and stem cell research.

MITRO Biotech Co., Ltd.'s acquisition of XingImaging, LLC in September 2023 brought with it an active expansion to offer early through late phase PET clinical imaging and clinical services to industry sponsors and researchers for advancement of new imaging tracers for evaluation of diagnostic indicators, disease progression, and therapeutic medicines.

Key Responsibilities:

• Schedule a high volume of research participant appointments, including initial screening visits, follow-up visits, and study-specific procedures, while effectively communicating schedules and changes to participants and caregivers.

• Coordinate with clinical research staff, investigators, and clinic management to ensure that all appointments are aligned with study protocols and schedule of activities.

• Coordinate participant travel logistics, including arranging car service transportation, hotel accommodations, air travel, and providing driving/walking directions as needed.

• Collaborate closely with lead study team members, research coordinators, and research nurses to review scheduling progress, monitor performance metrics, and support achievement of study goals.

• Partner with clinic management, imaging staff, and external vendors to synchronize the availability of staff, equipment and facilities.

• Assign clinical tasks and procedures to appropriately trained and delegated research team members, including coordinators, nurses, investigators, nuclear medicine technologists and anesthesiologists.

• Participate in study-specific and staff training related to protocols, Good Clinical Practice (GCP) guidelines, procedures, participant safety and regulatory compliance.

•Accurately input and maintain scheduling data within the clinical trial management system (CTMS) and other tracking tools.

• Track and update participant visit status, ensuring all visits are documented and any deviations are reported.

• Other duties as assigned by direct supervisor or Clinic Management.

Qualifications and Requirements:

• Bachelor's degree in healthcare administration, life sciences, or related field; equivalent experience considered.

· Minimum 2-3 years of experience in clinical research, medical scheduling, or related administrative coordination.

· Proficiency with Clinical Trial Management Systems (CTMS) and electronic scheduling tools.

· Strong computer skills, including Microsoft Office Suite (Outlook, Excel, Word, SharePoint and Teams).

· Demonstrated knowledge of best practices for maintaining the security and confidentiality of Protected Health Information (PHI).

· Ability to manage high-volume scheduling with accuracy and strong attention to detail.

· Exceptional organizational and time-management skills; proven ability to manage multiple priorities and meet deadlines.

· Proficient in the use and understanding of medical terminology in clinical and research settings.

· Strong communication skills, with ability to interact professionally with participants, caregivers, investigators, and cross-functional staff.

· Demonstrated problem-solving ability, especially in resolving scheduling conflicts and resource allocation challenges.

· Collaborative and team-oriented, with ability to work effectively across departments and with external vendors.

· High level of professionalism, discretion, and sensitivity in handling participant information and maintaining confidentiality.

Preferred but not required:

• Familiarity with clinical trial operations, ICH-GCP guidelines, and regulatory compliance strongly preferred.

• Experience interacting with patients affected by neurological disorders, such as Parkinson's Disease and Alzheimer's Disease.

• Basic Life Support (BLS) certification

• Familiarity with imaging techniques and scheduling (PET-CT, SPECT-CT, MRI)

Unique Department Requirements:

• Exposure to ionizing radiation

• Biohazard exposure to human blood and bodily fluids

• Ability to lift and move up to 25 lbs

• Intermittent evening and weekend work may be required

• Travel to meetings may be required

PLEASE NOTE:

Please note that since this is position is fully onsite, in the case of epidemic or other health crisis, employee must be willing to take reasonable steps to ensure that bacterial and viral infections are not spread to others including but not limited to temperature checks, vaccinations, exclusion from the office building, and other precautions as required by the building's landlord.

What We Offer:

· Competitive Salary

· Comprehensive Health Insurance Plan

· Long-Term Disability

· Life Insurance

· Retirement Plan

XingImaging, a Mitro Company provides equal employment opportunities to all employees and applicants for employment without regard to race, color, creed, ancestry, national origin, citizenship, sex or gender (including pregnancy, childbirth, and pregnancy-related conditions), gender identity or expression (including transgender status), sexual orientation, marital status, religion, age, disability, genetic information, service in the military, or any other characteristic protected by applicable federal, state, or local laws and ordinances. Equal employment opportunity applies to all terms and conditions of employment, including hiring, placement, promotion, termination, layoff, recall, transfer, leave of absence, compensation, and training.