Recruitment Project Manager
Short Hills, NJ
Full Time
Experienced
SUMMARY
The Recruitment Project Manager owns end-to-end delivery of participant recruitment, engagement and retention on Civia studies, and is accountable for the funnel commitments Civia makes to clients. Forecast-to-actual performance is held by this role. This is a hands-on individual contributor role for an experienced recruitment specialist who works across every aspect of participant recruitment and does the work themselves, including digital marketing, creatives, call centre management, community activities, budget management and funnel management. It is not a vendor-management role built on outsourcing Civia’s core recruitment capabilities. As a member of a multidisciplinary project team, the role is involved much earlier than in a traditional site network, from study design and feasibility through to the last participant’s final visit, and represents every aspect of recruitment, engagement and retention on that team. The role obsesses about funnel performance, owns the recruitment budget, and drives action across the multidisciplinary team so every study stays on track to its timelines, commitments and budget. This is a highly accountable role, and its execution is data driven, not discussion driven, using every tool available.
KEY RESPONSIBILITIES
End-to-End Recruitment, Engagement & Retention
REQUIRED EDUCATION & EXPERIENCE
The Recruitment Project Manager owns end-to-end delivery of participant recruitment, engagement and retention on Civia studies, and is accountable for the funnel commitments Civia makes to clients. Forecast-to-actual performance is held by this role. This is a hands-on individual contributor role for an experienced recruitment specialist who works across every aspect of participant recruitment and does the work themselves, including digital marketing, creatives, call centre management, community activities, budget management and funnel management. It is not a vendor-management role built on outsourcing Civia’s core recruitment capabilities. As a member of a multidisciplinary project team, the role is involved much earlier than in a traditional site network, from study design and feasibility through to the last participant’s final visit, and represents every aspect of recruitment, engagement and retention on that team. The role obsesses about funnel performance, owns the recruitment budget, and drives action across the multidisciplinary team so every study stays on track to its timelines, commitments and budget. This is a highly accountable role, and its execution is data driven, not discussion driven, using every tool available.
KEY RESPONSIBILITIES
End-to-End Recruitment, Engagement & Retention
- Own delivery of participant recruitment, engagement and retention on every assigned study, from first lead through randomisation to the final visit.
- Set the recruitment, engagement and retention plan for each study, choosing the channel mix (Civia Health Membership, community partners, data partners, CRM outreach, call centres, AI prescreening and sites) on data and return.
- Follow the CiviaONE recruitment standard so recruitment runs the same way at every site, and feed improvements back into it.
- Personally deliver Civia’s core recruitment capabilities in house: plan and run digital marketing campaigns, brief and produce creatives, manage call centre plans and performance and run community activities with sites and partners.
- Build and run audiences, landing pages, pre-screeners and CRM outreach journeys, testing and refining them on data.
- Use external providers only where they add a capability Civia does not have, never as a substitute for owning delivery.
- Obsess about funnel performance at every stage, from lead to prescreen, schedule, screen and randomisation, at study and site level.
- Own the funnel commitments made to clients, holding contract, forecast and actual in one view, and be accountable for forecast accuracy and for actual meeting forecast.
- Spot variance early and act at once; a gap is closed with action, not carried to the next meeting.
- Represent all aspects of recruitment, engagement and retention on the multidisciplinary project team, with mutual as well as individual accountability for the study’s success.
- Turn funnel data into clear actions, each with a named owner and date, across site operations, medical, data and commercial, and follow every action through to completion.
- Lead structured recovery plans when a study falls behind and escalate early to the Global Project Manager and leadership when recovery is at risk.
- Bring recruitment expertise into study design, feasibility and proposals, so recruitment assumptions, timelines and budgets are realistic before Civia commits to them.
- Work with the commercial team and clients on recruitment partnerships, involving recruitment much earlier than a traditional site network.
- Keep participants engaged throughout the study, with communication, reminders and follow-up that keep attendance high and missed visits and withdrawals low.
- Use participant feedback to remove barriers to taking part and staying in the study.
- Own the recruitment budget for each study: plan, track and forecast spend by channel and manage variance.
- Measure cost per randomised participant and return by channel and move spend to what works.
- Run execution from data, not discussion, using HubSpot, CRIO, Monday.com, dashboards and AI tools (including Claude) to see funnel performance in real time.
- Keep recruitment data accurate and complete at all times, so funnel performance is visible on demand.
- Report contract, forecast and actual clearly and concisely to the project team, leadership and clients, with variance, root cause and recovery actions.
REQUIRED EDUCATION & EXPERIENCE
- Bachelor’s degree or equivalent professional experience.
- Experience managing participant recruitment delivery on multi-site clinical studies at a site network, SMO, CRO or recruitment provider.
- Hands-on experience as an individual contributor across all aspects of participant recruitment, including digital marketing, creatives, call centre management, community activities, budget management and funnel management.
- Track record of building and running recruitment capability in house, rather than managing vendors who deliver it.
- Proven accountability for recruitment forecasts and delivery against client commitments.
- Experience owning and managing a recruitment or project budget.
- Strong data skills: builds and reads funnel dashboards and acts on what they show.
- Track record of driving action across multidisciplinary teams, with mutual as well as individual accountability.
- Fluency with a CRM (HubSpot preferred) and AI tools (ideally Claude).
- Working knowledge of ICH GCP, GDPR and participant-facing regulatory requirements.
- Experience with CRIO, Monday.com and recruitment scheduling platforms.
- Experience presenting recruitment performance to clients.
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