Research Engagement Coordinator

Reports To: Senior Scientific Officer (Principal Investigator)

FTE: Part-time 40 to 80%, May Include Evenings and Weekends

Location: Remote/Hybrid (flexible based on project needs)

Duration: Through the grant period (14 months), with potential extension

Grant Context: NIH/NCI Phase II SBIR – EnergyPoints Decentralized Clinical Trial

Position Summary

The Research Engagement Coordinator supports the successful execution of the EnergyPoints Phase II decentralized clinical trial. This role integrates study participant coordination, technical support, recruitment, data and documentation management, and operational workflow execution. Coordinators ensure smooth study participant progression through participation timeline from eligibility screening through end of study, protocol fidelity, and high-quality communication across all aspects of the study.

In addition to core responsibilities, team members may be assigned a Specialized Lead Track (Marketing & Digital Outreach, Community Engagement & Referral Partnerships, or Study Operations & Compliance) based on expertise and project needs. This posted position is for the Lead in Study Operations & Compliance.

CORE RESPONSIBILITIES (All Research Staff)

Study Participant Coordination & Support

• Serve as a primary point of contact for study participants throughout screening, enrollment, onboarding, intervention, and follow-up.
• Conduct screening interviews and confirm eligibility.
• Coordinate informed consent meetings and support eConsent workflows, randomization of study participants into intervention group, record study participant profile, order and ensure participants’ receipt of Fitbit (if participants is not using their own fitness tracker).
• Provide clear instructions on study expectations, Data and EnergyPoints app use, and Fitbit procedures.
• Provide technical support for study participant engagement across MyREDCapCloud, fitness tracker device setup, and Fitbit, Data, and EnergyPoints apps.
• Respond to study participant inquiries and triage issues appropriately.
• Track study participant progress and ensure timely completion of study activities. Schedule and track completion of study visits.
• Conduct semi-structured qualitative exit interviews and end of study procedures with study participants.
• Schedule and track study participant compensation for baseline week, 6-week waitlist phase (if applicable), 6-week intervention phase, and End of Study Questions/Exit Interview using Tango.

Study Operations & Workflow Execution

• Support development and consistently implement SOPs and digital onboarding workflows. Maintain protocol fidelity.
• Maintain study calendars and ensure adequate coverage for participants’ study visits and respond to participants’ queries.
• Coordinate Fitbit distribution and participant compensation logistics.
• Upload interview recordings and support basic qualitative data preparation. Participate in qualitative data analysis if assigned.

Data & Documentation Management

• Track and organize participant data and study documentation in alignment with protocol, standard operating procedures, and compliance standards.
• Monitor REDCap and EnergyPoints App data collection and resolve missing or incomplete entries.
• Support preparation of data summaries for interim analysis and reporting.

Regulatory & Compliance Support

• Ensure participant communications are HIPAA compliant and appropriately logged.
• Assist with IRB submissions, amendments, and reporting requirements as assigned.

Team Communication & Coordination

• Prepare materials and reports for weekly team meetings.
• Maintain documentation of study activities, workflows, and decisions.
• Collaborate with multidisciplinary team members to ensure alignment with the study work plan.
• Communicate actions and issues in Teams using established norms including huddles.

SPECIALIZED LEAD TRACK: Study Operations & Compliance

• Review adverse event alerts and triage responses.
• Serve as lead for coordinating IRB submissions, renewals, reports, and amendments.
• Support documentation for audits, NIH reporting, and clinicaltrials.gov updates.
• Oversee protocol fidelity and operational troubleshooting.
• Ensure participant-facing communications are timely and reflect compassion, clarity, and cultural humility.
• Contribute to maintaining and, when needed, amending study SOPs in collaboration with the Investigators and research team, addressing implementation barriers, and enhancing feasibility while maintaining fidelity.

CORE QUALIFICATIONS

• Bachelor’s degree in public health, psychology, communications, nursing, or related field.
• Experience in research coordination or management including recruitment, study participant enrollment, data collection, qualitative interviewing, or research operations.
• Strong organizational skills and attention to detail.
• Adept with technology and troubleshooting issues
• Excellent written and verbal communication skills.
• Familiarity with REDCap or other electronic data capture systems preferred.
• Experience with HIPAA, human subjects research, or IRB processes preferred.
• Ability to work independently in a remote environment.
• Proficiency with Microsoft Office, Teams, and digital communication tools.

For the Lead in Study Operations and Compliance:

• Preferred: Research Certifications in Human Subjects Protections and Good Clinical Practice (GCP)
• Preferred: Demonstrated ability to implement and adapt research protocols in real-world or clinical settings.
• Research experience in oncology or acupuncture or integrative medicine, with understanding of patient engagement, therapeutic communication, and self-care interventions is a plus
• Experience working in a team and collaborating to achieve common goals.

Salary Range: $30–$38/hour

ROLE MATRIX (Core vs. Lead Responsibilities)