Headlands Research

Title: Senior Clinical Research Coordinator Location: San Diego, California Job Description: At Headlands Research, we are dedicated to enhancing clinical trial delivery within our communities. As a leading network of advanced clinical trial sites, we leverage cutting-edge technology and exceptional support services to broaden outreach and participation. Founded in 2018, our rapidly growing company currently operates 20+ sites across the US and Canada, with plans for further expansion. Artemis Research is a leading principal investigator- and patient-focused clinical research company dedicated to advancing medical treatments. Established in 2008 by colleagues who bring more than 50 years of combined research experience, Artemis specializes in Psychiatry/Neurology, Internal Medicine, and Women’s Health studies. With multiple locations serving Southern California, including San Diego and Riverside, each Artemis site is fully equipped to conduct complex clinical research trials. Together with Headlands Research, we are dedicated to enhancing clinical trial delivery within our communities. As a leading network of advanced clinical trial sites, we leverage cutting-edge technology and exceptional support services to broaden outreach and participation. Founded in 2018, our rapidly growing company currently operates 20+ sites across the US and Canada, with plans for further expansion. Want to be a part of a growing company that’s making a difference in our world? Look no further than Artemis Institute for Clinical Research! You’ll enjoy a friendly and exciting culture with opportunities for growth and advancement. We offer the following generous benefits to our full-time employees: - A range of PPO and HMO medical plans - PPO and HMO dental plans - Vision coverage, long term disability plan, and life/AD&D coverage - 401k plan - Paid holidays and paid time off - A welcoming work environment We’re looking for a bright, talented new team member to be a part of our story. Check out this current opening and if you think you may be a fit for the role, please apply. The Role Artemis is looking for a Senior Clinical Research Coordinator for the San Diego office. Under the supervision of the Site Director, the Senior Clinical Research Coordinator is responsible for the conduct of research protocols, such that the integrity and quality of the clinical research is maintained and the research is conducted in accordance with Good Clinical Practice Guidelines. The Sr. Clinical Research Coordinator manages study conduct from planning through study closeout. Type: Regular Full-time Employee Location: Onsite in San Diego, CA (no capabilities for remote or hybrid work) Reports to: Site Director Pay: $70,304-75,000/yr, dependent upon years of experience, licenses and certifications, and education pertinent to the role. Work Schedule: Monday & Thursday - 8:30am-5pm / Tuesday, Wednesday, and Friday 7:00am-3:30 pm Responsibilities: - In-depth understanding of Pharmaceutical Sponsor/Industry initiated FDA studies in order to conduct the study with excellent quality - Managing all aspects of a study including participating in the informed consent process, coordinating and performing all visit study procedures per the protocol, entering data and query resolution, Investigational Product management, and managing all study related supplies and equipment, hosting monitoring visits, and attending Investigator Meetings - Providing the highest level of care for study patients and delivering excellent customer service to the Pharmaceutical clients - Assist with lab draws, processing and shipping - Some supervision of direct reports may be required - Duties, responsibilities, and activities may change or new ones may be assigned at any time with or without notice Requirements: - Bachelors Degree preferred - Minimum five plus (5+) years of experience as a Clinical Research Coordinator required - Experience supervising other employees strongly preferred - Medical assistant or phlebotomist required - Commitment and ability to deliver excellent customer service - Excellent communication, punctual and responsible - Extremely well organized - Excellent verbal and written communication skills - Trustworthy, reliable; attentive to details - Mature and pleasant demeanor - Willingness to learn new tasks and grow with the company

Role Description We’re seeking temporary full-time remote Study Participant Recruiters to help us enroll for studies over the next 90 days (approximately). There is the possibility of extending the length of time. The Patient Recruitment Specialist will work remotely and be responsible for all subject recruitment-related activities for assigned clinical trials. This includes but is not limited to: - Mastery of protocol specific inclusion/exclusion criteria - Participation in the development of recruitment strategies and plans - Tracking of recruitment results - Phone screening potential study participants - Entering information into the clinical database - Scheduling potential participants for on-site visits Schedule: Mondays through Fridays, 8:00am - 5:00pm Reports to: Patient Recruitment Manager Qualifications - Bilingual in English and Spanish preferred, but not required - Bachelor’s degree, Associate’s degree, or equivalent education or experience preferred - Prior experience delivering excellent customer service is required; call center experience a plus - Medical terminology knowledge a plus - Prior inside sales experience a plus - Experience with Salesforce a plus - Passion for communicating with people required - Possess exceptional organizational skills and attention to details - Display excellent verbal and written communication skills - Able to quickly adapt to changes in responsibilities, workloads and priorities - Be a fast learner with capacity to retain and differentiate key enrollment criteria across clinical trials - Demonstrate a focus on process improvement and be capable of articulating ideas for improving efficiency and maximizing results - Possess well-developed interpersonal skills and an ability to work well independently, as well as with co-workers, peers, supervisor and external customers - Able to maintain confidentiality with HIPAA guidelines, patient information and other sensitive information - Demonstrate professionalism, sense of urgency and self-motivation to achieve required metrics Requirements - Remote Pay Range: $21 — $24 USD Benefits - Health insurance (medical, dental, and vision) - Health Savings Accounts (HSA) and Flexible Spending Accounts (FSA) - Paid Time Off (PTO) - A variety of disability, accident, and life insurance options - Many more benefits Company Description At Headlands Research, we are dedicated to enhancing clinical trial delivery within our communities. As a leading network of advanced clinical trial sites, we leverage cutting-edge technology and exceptional support services to broaden outreach and participation. Founded in 2018, our rapidly growing company currently operates 20+ sites across the US and Canada, with plans for further expansion.

Role Description We’re seeking a full-time remote Bilingual Patient Recruitment Specialist to join our corporate team. The Patient Recruitment Specialist will work remotely and be responsible for all subject recruitment-related activities for assigned clinical trials. This includes but is not limited to: - Mastery of protocol specific inclusion/exclusion criteria - Participation in the development of recruitment strategies and plans - Tracking of recruitment results - Phone screening potential study participants - Entering information into the clinical database - Scheduling potential participants for on-site visits Schedule: Mondays through Fridays, 8:00am - 5:00pm Reports to: Patient Recruitment Manager Qualifications - Bilingual in English and Spanish required - Bachelor’s degree, Associate’s degree, or equivalent education or experience preferred - Prior experience delivering excellent customer service is required; call center experience a plus - Medical terminology knowledge a plus - Prior inside sales experience a plus - Experience with Salesforce a plus - Passion for communicating with people required - Possess exceptional organizational skills and attention to details - Display excellent verbal and written communication skills - Able to quickly adapt to changes in responsibilities, workloads and priorities - Be a fast learner with capacity to retain and differentiate key enrollment criteria across clinical trials - Demonstrate a focus on process improvement and be capable of articulating ideas for improving efficiency and maximizing results - Possess well-developed interpersonal skills and an ability to work well independently, as well as with co-workers, peers, supervisor and external customers - Able to maintain confidentiality with HIPAA guidelines, patient information and other sensitive information - Demonstrate professionalism, sense of urgency and self-motivation to achieve required metrics Requirements - Remote Pay Range: $23 — $25 USD Benefits - Health insurance (medical, dental, and vision) - Health Savings Accounts (HSA) and Flexible Spending Accounts (FSA) - Paid Time Off (PTO) - A variety of disability, accident, and life insurance options - Competitive pay + annual performance incentives - 401(k) plan with company match - Paid time off (PTO) and company holidays - A mission-driven culture focused on advancing medicine and improving patient outcomes

• Draft, review, process, and manage routine commercial agreements, including NDAs, vendor agreements, independent contractor agreements, amendments, and renewals • Administer and maintain the company’s contract lifecycle management system (Ironclad), including intake workflows, approval routing, execution tracking, and repository management • Serve as a primary point of contact for internal stakeholders regarding contract requests, status updates, and contract process guidance • Track contract obligations, renewal dates, expirations, and key milestones to ensure timely follow-up and compliance • Maintain and improve contract templates, clause libraries, and supporting documentation aligned with company standards • Coordinate with outside counsel and internal legal leadership on agreements requiring specialized legal review, including data use and privacy-related agreements • Identify and escalate non-standard contract terms, legal risks, and policy exceptions appropriately • Support legal operations initiatives, process improvements, and best practices to enhance efficiency and scalability

• Process vendor invoices accurately and efficiently within NetSuite • Prepare ACH, wire, and other electronic vendor payments • Manage vendor onboarding, payment portals, W-9 documentation, and banking information • Reconcile vendor statements and proactively resolve outstanding invoices, credits, and payment discrepancies • Monitor multiple AP inboxes and respond promptly to internal and external inquiries • Review, audit, and process employee expense reports through the company's expense management system • Serve as the internal subject matter expert for the expense management platform by providing user support, troubleshooting, and training • Partner with site leaders and department managers to obtain invoice and expense approvals • Perform monthly corporate credit card coding and reconciliations • Prepare and file annual 1099s for multiple legal entities • Support audits, reporting requests, compliance initiatives, and special projects • Identify opportunities to improve AP processes, documentation, internal controls, and system efficiencies

• Lead and develop the Talent Acquisition function across the clinical research network. • Serve as a player-coach by directly managing and filling assigned requisitions while mentoring and supporting the recruiting team. • Develop and execute scalable talent acquisition strategies to support organizational growth and workforce planning initiatives. • Establish recruiting goals, KPIs, service level expectations, and reporting metrics to monitor team performance and hiring effectiveness. • Partner with executive leadership and hiring managers to understand current and future talent needs across sites and corporate functions. • Drive continuous improvement in recruiting processes, workflows, systems, and candidate experience. • Personally manage a portfolio of complex, high-priority or difficult-to-fill requisitions. • Lead full-cycle recruitment activities including sourcing, screening, interviewing, offer negotiation, and closing candidates. • Support hiring across a variety of functions including but not limited to: Operations, Finance, Patient Recruitment, Site leadership, Business development. • Build proactive talent pipelines for critical and recurring roles. • Utilize creative sourcing strategies including direct sourcing, networking, referrals, social media, job boards, and industry partnerships. • Act as a trusted advisor to leaders on hiring strategy, market trends, compensation insights, organizational structure, and talent availability. • Collaborate with HR and business leaders on workforce planning, succession planning, and organizational growth initiatives. • Provide data-driven recommendations and recruiting insights to improve hiring outcomes and reduce time-to-fill. • Enhance and promote the organization’s employer brand within the clinical research and healthcare communities. • Ensure a professional, responsive, and high-quality candidate experience throughout the recruitment lifecycle. • Support recruitment marketing initiatives including career fairs, networking events, social media campaigns, and university/community partnerships. • Ensure recruiting practices comply with applicable employment laws, regulations, and internal policies. • Maintain recruiting data integrity and reporting accuracy within the applicant tracking system (ATS). • Monitor recruiting metrics including time-to-fill, quality of hire, source effectiveness, offer acceptance rates, and recruiter productivity. • Partner with HR and operations leadership to improve onboarding and new hire transition processes.

• Lead full-cycle recruiting for complex, high-impact roles • Act as a strategic partner to hiring leaders; shape search strategy, candidate profiles, and decision-making • Elevate candidate quality through strong screening, calibration, and interview design • Drive pipeline strategy and proactively solve for talent gaps • Identify inefficiencies in the recruiting process and lead improvements across workflows and tools • Influence stakeholders to make timely, high-quality hiring decisions • Mentor or guide other recruiters when needed (formally or informally) • Use data to inform decisions and communicate progress to leadership • Provide timely communication and updates to ensure a positive candidate experience • Help identify opportunities to improve and streamline the hiring process

• Play a critical role in driving site performance • Lead cross-functional teams • Ensure the successful execution of clinical trials in a compliant, patient-centered environment • Collaborate closely with investigators, sponsors, and internal teams • Develop site teams, improve processes, and scale operations as the company continues to grow

• Proactively source candidates for high-volume and hard-to-fill roles (e.g., Clinical Research Coordinators, site staff, and corporate positions) using job boards, LinkedIn, and internal databases • Build and maintain talent pipelines for recurring and evergreen roles • Partner with Talent Acquisition Partners to support targeted sourcing strategies • Conduct initial resume reviews and phone screens to assess basic qualifications, interest, and alignment with role requirements • Ensure candidates meet minimum qualifications before advancing in the process • Provide clear and timely feedback to recruiters on candidate quality • Own end-to-end interview scheduling across multiple sites, time zones, and hiring managers • Coordinate complex interview logistics, including panel interviews and rescheduling as needed • Ensure a seamless and professional candidate experience throughout the interview process • Maintain accurate and up-to-date candidate records in the applicant tracking system (Greenhouse) • Ensure all candidate activity, feedback, and hiring decisions are properly documented • Support reporting efforts by ensuring data accuracy and completeness • Assist with job postings and requisition management • Track candidate progress and follow up with hiring managers to ensure timely feedback • Support offer process logistics, including reference checks and background check initiation • Serve as a primary point of contact for candidates throughout the early stages of the hiring process • Provide timely communication and updates to ensure a positive candidate experience • Help identify opportunities to improve and streamline the hiring process

Ensure the safety and welfare of study subjects while conducting medical history interviews and physical examinations. Screen potential participants based on inclusion and exclusion criteria, demonstrating clinical competence and effective...