Clinical Trial Scheduler - Clinical Experience ...

Discover Vanderbilt University Medical Center : Located in Nashville, Tennessee, and operating at a global crossroads of teaching, discovery, and patient care, VUMC is a community of individuals who come to work each day with the simple aim of changing the world. It is a place where your expertise will be valued, your knowledge expanded, and your abilities challenged. Vanderbilt Health is committed to an environment where everyone has the chance to thrive and where your uniqueness is sought and celebrated. It is a place where employees know they are part of something that is bigger than themselves, take exceptional pride in their work and never settle for what was good enough yesterday. Vanderbilt’s mission is to advance health and wellness through preeminent programs in patient care, education, and research.Organization:VICC- Clinical Trials 130Job Summary:The Clinical Trial Scheduler is responsible for coordinating and managing patient appointments for ongoing clinical research studies. This role ensures that all visits, scans, and procedures are scheduled accurately, efficiently, and in accordance with study protocols. The scheduler serves as a key point of contact for patients, nurses, and clinical teams, helping to maintain smooth workflow and timely study operations.Hours: Monday - Friday, 8:00am - 5:00pm CSTPreferred Skills and Experience:Strong Multitasking AbilityDemonstrated capability to manage multiple tasks, patients, and scheduling priorities simultaneously in a fast‑paced environment.Technical ProficiencyComfortable navigating multiple computer systems, applications, and screens at once; adaptable to new technologies and workflows.Scheduling ExpertiseExperience coordinating patient appointments, procedures, and provider schedules, ideally within a clinical or hospital setting.Ability to Prioritize Urgent RequestsSkilled at identifying high‑priority or time‑sensitive needs and adjusting schedules quickly and efficiently.Experience in a Clinical EnvironmentBackground working in healthcare, outpatient clinics, hospital departments, or similar patient‑focused settings.Clinical Team Scheduling ExperiencePrior experience supporting clinical staff (nurses, providers, research teams) with appointment coordination and workflow management.EPIC Scheduling ExperienceProficient in using EPIC for scheduling, appointment management, and patient communication.Patient-Facing ExperienceStrong customer‑service skills with a background in interacting directly with patients, either in person or by phone.PSS (Patient Services Specialist) ExperiencePrevious work in a PSS or similar administrative patient‑support role.Clinical Trials ExperienceFamiliarity with research workflows, protocol‑driven scheduling, and coordinating visits for clinical study participants..KEY RESPONSIBILITIES • Performs a variety of administrative support which may include scheduling, booking travel, expense processing and purchasing. • Compiles, coordinate and assist in the collection, processing and submission of data. • Prepares reports and other documentation as requested by area. • Creates and maintains accurate documents and records. • The responsibilities listed are a general overview of the position and additional duties may be assigned.TECHNICAL CAPABILITIES • Data Verification (Novice): The ability to verify data in an accurate manner. • Clerical/Administrative (Novice): Clerical/Administration is a skill which includes most clerical and administrative functions typically carried out by secretaries, administrators and others who perform a clerical role. Among the duties are: Ad Hoc Reporting, Calendar Maintenance, Data Entry, Document Duplication, Document Filing and Maintenance, Document Preparation, Employee Record Maintenance, Employee Time Recording, Faxing and Electronic Mailing, Inventory Management, Mail Sorting and Distribution, Meeting Coordination and Scheduling, Message Management, Receptionist Tasks, Special Projects, Spreadsheet Preparation, Travel Arrangements, and Word Processing and Typing. • Calendar Maintenance (Novice): The ability to prioritize and maintain a calendar or calendars of scheduled meetings or events. Able to accurately change or update a calendar with no scheduling conflicts. • Document Management (Novice): The use of a computer system and software to store, manage and track electronic documents and electronic images of paper based information captured through the use of a document scanner. • Financial Processes (Fundamental Awareness): Ability to monitor costs, expenses and revenue as well as the ability to manage those costs and expenses in relation to budgeted amounts. • Human Resources Policies and Procedures (Fundamental Awareness): Knowledge, adherence and application of human resources policies and procedures.Our professional administrative functions include critical supporting roles in information technology and informatics, finance, administration, legal and community affairs, human resources, communications and marketing, development, facilities, and many more.At our growing health system, we support each other and encourage excellence among all who are part of our workforce. High-achieving employees stay at Vanderbilt Health for professional growth, appreciation of benefits, and a sense of community and purpose.Core Accountabilities: Organizational Impact: Performs tasks that are typically routine that may impact team's performance with occasional guidance.Problem Solving/ Complexity of work: Utilizes some discretion and research to solve routine problems.Breadth of Knowledge: Applies knowledge of standards, established processes and procedure that apply to your own job.Team Interaction: Provides guidance to entry level co-workers. Core Capabilities :Supporting Colleagues : Develops Self and Others: Continuously improves own skills by identifying development opportunities.- Builds and Maintains Relationships: Seeks to understand colleagues' priorities, working styles and develops relationships across areas.- Communicates Effectively: Openly shares information with others and communicates in a clear and courteous manner. Delivering Excellent Services: - Serves Others with Compassion: Invests time to understand the problems, needs of others and how to provide excellent service.- Solves Complex Problems: Seeks to understand issues, solves routine problems, and raises proper concerns in a timely manner. - Offers Meaningful Advice and Support: Listens carefully to understand the issues and provides accurate information and support. Ensuring High Quality: - Performs Excellent Work: Checks work quality before delivery and asks relevant questions to meet quality standards. - Fulfills Safety and Regulatory Requirements: Demonstrates basic knowledge of conditions that affect safety and reports unsafe conditions to the appropriate person or department. Managing Resources Effectively : - Demonstrates Accountability: Takes responsibility for completing assigned activities and thinks beyond standard approaches to provide high-quality work/service. - Stewards Organizational Resources: Displays understanding of how personal actions will impact departmental resources. - Makes Data Driven Decisions: Uses accurate information and good decision making to consistently achieve results on time and without error. Fostering Innovation : - Generates New Ideas: Willingly proposes/accepts ideas or initiatives that will impact day-to-day operations by offering suggestions to enhance them. - Applies Technology: Absorbs new technology quickly; understands when to utilize the appropriate tools and procedures to ensure proper course of action. - Adapts to Change: Embraces changes by keeping an open mind to changing plans and incorporates change instructions into own area of work.Position Qualifications:Responsibilities:Certifications:Work Experience:Relevant Work ExperienceExperience Level:2 yearsEducation:High School Diploma or GEDVanderbilt Health is committed to fostering an environment where everyone has the chance to thrive and is committed to the principles of equal opportunity. EOE/Vets/Disabled.

Created: 2026-03-04