Research Project Coordinator

Department: MED-Impact Institute
Salary/Grade: EXS/5

Job Summary:

Manages daily operations of a biomedical &/or social-behavioral research study involving multidisciplinary teams of colleagues, sponsors & other external project stakeholders. Monitors study performance, analyzes & review results, & supervises development & implementation of new protocols. Assigns work & supervises study staff & reviews technical operations ensuring that all processes, protocols & procedures are quality controlled & functioning up to standards. Develops implements & administers budgets, grant & administrative procedures. May co-author scientific papers for presentation & publication & coordinates writing, submission & administration of grants. Ensures that all study activities are completed by strictly following Good Clinical Practices (GCP) & all current local, state, & federal laws, regulations, guidance, policy & procedure developed by the NU Institutional Review Board (IRB), Food & Drug Administration (FDA) Code of Federal Regulations (CFR), & the International Conference on Harmonization (ICH).

Position Responsibilities

The Biomedical Project Coordinator's primary responsibilities include managing the biomedical operations of the RADAR study and supervising the Research Study Coordinator and Research Study Assistant at the Center on Halsted and at 625 N Michigan. The Biomedical Project Coordinator will work closely with the Interview Coordinator and the Recruitment and Retention Coordinator under the supervision of the Project Director and study faculty.

This position ensures that all biomedical components of study visits are conducted safely, efficiently, and in compliance with regulatory standards. Specific responsibilities include establishing and overseeing biospecimen collection and processing protocols; maintaining laboratory safety and documentation; providing HIV/STI counseling, testing, and referral services; managing inventory and transport of biological samples; ensuring data accuracy and specimen integrity; and maintaining compliance with institutional and federal guidelines.

The Biomedical Project Coordinator will also oversee staff training and certification related to biospecimen collection, safety, and data entry; develop and update standard operating procedures (SOPs) for biomedical workflows; and collaborate with study leadership to ensure participant-centered, high-quality research operations.

• The Biomedical Project Coordinator is expected to work evening hours (e.g., 11 AM - 7 PM) and weekend shifts to accommodate participant scheduling and study retention needs.
• We are seeking a diverse pool of candidates. Candidates from backgrounds traditionally underrepresented in research are strongly encouraged to apply.

Please note:

Supervisor provides objectives, deadlines and specific instructions only for new, difficult, and/or unusual work. Work is reviewed upon completion and only occasionally to verify technical accuracy and compliance with practice, policy, and procedures. EE informs supervisor of on-going progress and/or potentially controversial matters.

Work Location Requirement

• As this role supports an in-person research study, full-time on-site presence is required. Direct coordination with participants, staff, and study resources must occur on campus to ensure the integrity of study operations and participant engagement. Remote, hybrid, or work-from-home arrangements are not possible for this position.

Driver's License Requirement

• Because this position involves the use of a mobile unit to conduct research study visits, applicants must hold a valid driver's license and meet the eligibility criteria of the University's Safe Driver Program. This includes following all program guidelines regarding responsibilities, safe driving practices, and authorization for vehicle use on University business.

Specific Responsibilities:

Technical

• Leads execution & control of a biomedical &/or social science project or research study.
• Coordinates processing & analysis of data, conduct of experimental tests & procedures
• Develops new &/or revised research methodologies.
• Ensures completion of study activities per protocol including recruitment.
• Ascertains pretreatment & eligibility requirements.
• Obtains informed consent.
• Registers participant with appropriate sponsor.
• Interviews & obtains medical & social histories.
• Collects data from medical records.
• Administers, schedules &/or scores tests.

Administration

• Oversees & manages collection, maintenance, analysis & evaluation of data that will be used in grant submissions, presentations & publications.
• Ensures that information is entered correctly into databases.
• Assists PI in reviewing, analyzing, interpreting, summarizing, formatting, editing, & preparing tables, charts, graphs, progress & final reports, etc.
• Coordinates between sponsoring agencies, collaborating organizations &/or other research &/or educational institutions.
• Ensures that all study documents associated with current local, state, & federal regulatory guidelines, requirements, laws & research protocols are completed in a timely manner.

Finance

• Manages lab/study budget & inventory including purchasing of supplies & services ensuring that they are necessary, reasonable & project related.
• Orders & maintains inventory of study supplies.
• Distributes intra-departmental charges.
• Negotiates with vendors, obtain quotes & arrange for demos of large equipment.

Supervision

• Trains, directs, assigns duties to & supervises research staff, students, residents &/or fellows.
• Acts as a mentor in regard to education of junior coordinators.

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

• Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor's or higher degree in a major such as social or health science or related; OR appropriate combination of education and experience and 3 years' research study or other relevant experience required; OR

• Successful completion of a full course of study in an accredited college or university leading to a master's or higher degree in a major such as social or health science or related; OR appropriate combination of education and experience and 1 year research study or other relevant experience.

• Supervisory or project management experience required.

• Must complete NU's IRB CITI training before interacting with any participants & must re-certify every 3 years

Minimum Competencies: (Skills, knowledge, and abilities.)

• Phlebotomy certification and at least one year of direct experience performing venipuncture and specimen handling required.

• Demonstrated proficiency in biospecimen collection, labeling, processing, and storage, with attention to chain-of-custody and data integrity.

• Knowledge of universal precautions, bloodborne pathogen safety, and laboratory biosafety standards (BSL-2).

• Ability to maintain and troubleshoot laboratory equipment, including centrifuges, refrigerators/freezers, and specimen transport materials.

• Experience with HIV/STI testing workflows, rapid testing protocols, and linkage-to-care processes.

• Strong documentation and quality assurance skills, with ability to follow and enforce SOPs.

• Effective interpersonal communication skills for working with participants in sensitive biomedical contexts.

• Ability to train and monitor staff in specimen collection and safety procedures.

• Proficiency with laboratory tracking and data management tools (e.g., REDCap, Excel, or LIMS).

• Excellent organizational skills and the ability to manage multiple priorities in a fast-paced, participant-centered research environment.

Preferred Qualifications:

• Certification in HIV counseling and testing in Illinois.

• Experience managing or coordinating a biomedical research laboratory or clinical collection site.

• Experience supervising or mentoring biomedical research staff.

• Experience with MedSpeed or other specimen transport and logistics systems.

• Experience working directly with LGBTQ and/or HIV-positive participants in research or clinical settings.

• Experience developing SOPs or QA/QC systems for specimen collection and laboratory workflows.

• Familiarity with Northwestern University's research and compliance systems (IRB, ASRSP, OSP).

Preferred Competencies: (Skills, knowledge, and abilities)

• Knowledge of Chicago communities, neighborhoods, and local public health resources.

• Familiarity with biomedical best practices for specimen integrity, temperature control, and documentation.

• Ability to develop training materials and lead laboratory safety and compliance trainings.

• Knowledge of sexual health and HIV prevention, particularly among sexual and gender minority populations.

• Ability to work effectively both independently and as part of a collaborative, interdisciplinary research team.

Target hiring range for this position will be up to $55,000.00 per year. Offered salary will be determined by the applicant's education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data.

Benefits:
At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! Visit us at https://www.northwestern.edu/hr/benefits/index.html to learn more.

Work-Life and Wellness:
Northwestern offers comprehensive programs and services to help you and your family navigate life's challenges and opportunities, and adopt and maintain healthy lifestyles.
We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit us at https://www.northwestern.edu/hr/benefits/work-life/index.html to learn more.

Professional Growth & Development:
Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you're interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit us at https://www.northwestern.edu/hr/learning/index.html to learn more.

Northwestern University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. View Northwestern's non-discrimination statement. Job applicants who wish to request an accommodation in the application or hiring process should contact the Office of Civil Rights and Title IX Compliance. View additional information on the accommodations process.

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