Key Responsibilities and Required Skills for Volunteer Research Coordinator

🎯 Role Definition

The Volunteer Research Coordinator supports research projects by coordinating volunteer research activities, managing participant recruitment and data collection, ensuring regulatory compliance (IRB/Human Subjects), and serving as the operational liaison between investigators, volunteers, community partners, and participants. This role requires strong organization, clear communication, attention to research protocols, and hands-on experience with participant-facing procedures and research documentation. Ideal for non-profit, academic, or community-based studies that rely on volunteer labor and community engagement.

📈 Career Progression

Typical Career Path

Entry Point From:

Research Assistant / Study Assistant (entry-level)
Volunteer Coordinator or Program Assistant in nonprofit settings
Community Outreach Specialist or Field Interviewer

Advancement To:

Research Coordinator (paid/lead)
Project Manager (research programs)
Clinical Research Coordinator / Study Manager
Program Director for community research initiatives

Lateral Moves:

Community Engagement Manager
Data Coordinator or Data Analyst (with additional training)
Grants & Compliance Specialist

Core Responsibilities

Primary Functions

Coordinate day-to-day volunteer activities across one or more research projects, including scheduling volunteer shifts, assigning tasks, tracking hours, and ensuring volunteers understand protocol requirements and role expectations.
Lead participant recruitment and retention efforts by developing outreach scripts, screening volunteers/participants, coordinating eligibility assessments, and maintaining recruitment logs to meet target enrollment goals.
Manage informed consent procedures with sensitivity and accuracy: explain study purpose, risks, benefits, and confidentiality protections; obtain and document consent per IRB-approved protocols.
Maintain meticulous study documentation and regulatory binders: update protocol amendments, maintain consent forms, training logs, delegation logs, tracking of adverse events, and study close-out records.
Oversee data collection workflows: train volunteers on standardized data collection instruments, supervise administration of surveys and assessments, and perform quality checks for completeness and accuracy.
Implement and maintain data entry and database management processes: enter source data, reconcile discrepancies, create data queries, and export clean datasets for analysis in accordance with study data management plans.
Ensure compliance with IRB, HIPAA, and institutional policies by preparing IRB submissions, adverse event reports, continuing reviews, and following procedures for protected health information and data security.
Develop and deliver volunteer training materials and sessions covering study protocols, participant interaction, consent procedures, data entry standards, cultural competency, and safety protocols.
Serve as the primary point of contact between principal investigators, community partners, volunteers, and participants to coordinate logistics, resolve issues, and provide regular project updates.
Coordinate specimen collection and shipping logistics, if applicable: prepare specimen kits, track chain of custody, ensure proper labeling, storage, and transport to designated laboratories.
Monitor project timelines and deliverables: maintain Gantt charts or project trackers, escalate schedule risks, and recommend corrective actions to maintain milestones and recruitment targets.
Support grant and progress reporting by compiling enrollment metrics, volunteer engagement statistics, data quality indicators, and narrative summaries for funders and stakeholders.
Conduct outreach and engagement activities with community organizations, clinics, schools, or partnering agencies to facilitate participant referrals and support culturally appropriate recruitment strategies.
Facilitate study visits and appointments: schedule participant visits, coordinate volunteer coverage, manage room/equipment reservations, and prepare materials for each session.
Implement quality assurance processes such as auditing completed forms, running inter-rater reliability checks, and documenting corrective actions to improve protocol adherence and data integrity.
Assist with questionnaire and instrument development: pilot survey items, collect feedback from volunteers and participants, and support translation or cultural adaptation when needed.
Manage participant communications, reminders, and follow-up: send appointment reminders, answer participant questions, and coordinate compensation or reimbursement in alignment with study policies.
Track volunteer performance and provide constructive feedback, recognition, and development opportunities while maintaining volunteer records and training certifications.
Support the processing of human subjects payments, gift cards, or incentive tracking and reconcile distributions with study budgets and institutional policies.
Participate in team meetings, protocol development sessions, and scientific discussions to contribute operational insights and translate investigative goals into actionable field procedures.
Prepare meeting minutes, operational SOPs, checklists, and job aids for volunteers and study staff to standardize operational procedures across sites or project phases.
Respond to participant or volunteer incidents and escalate clinical or ethical concerns to investigators promptly; document incident reports and support follow-up actions and stakeholder communication.

Secondary Functions

Support ad-hoc reporting and basic data queries to assist investigators and project teams with enrollment status, volunteer utilization, and preliminary outcomes.
Contribute to process improvement projects aimed at reducing participant no-shows, streamlining consent workflows, and improving volunteer onboarding efficiency.
Collaborate with IT or data teams to troubleshoot database access, implement eCRFs or REDCap projects, and optimize data capture workflows.
Assist in translating community feedback into recruitment strategies and outreach materials to improve cultural relevance and participant trust.
Provide backup support for phone triage, scheduling, and front-desk research site operations during peak periods.

Required Skills & Competencies

Hard Skills (Technical)

Participant recruitment & retention strategies (community outreach, referral tracking, eligibility screening).
Institutional Review Board (IRB) submissions and human subjects protections (consent documentation, continuing review).
Data collection and data entry best practices (source documentation, data cleaning, query resolution).
Electronic data capture tools (REDCap, Qualtrics, or similar survey/EDC platforms).
Basic statistical literacy and familiarity with software for data export (Excel, CSV exports; familiarity with SPSS, R, or SAS is a plus).
Database management and participant tracking systems (Excel, Access, or CRM tools).
Clinical specimen handling and chain-of-custody procedures (if applicable).
Study documentation and regulatory filing (protocols, SOPs, delegation logs).
Scheduling and calendar management tools (Google Calendar, Outlook) and volunteer shift software.
Reporting and metrics compilation for grants and funders (enrollment dashboards, milestone reports).
HIPAA and data privacy best practices, secure data transfer and storage processes.
Basic budget tracking and expense reconciliation for participant incentives and study supplies.

Soft Skills

Exceptional verbal and written communication tailored to participants, volunteers, investigators, and community stakeholders.
Strong organizational skills and the ability to manage competing priorities in a fast-paced research environment.
Attention to detail and commitment to data integrity and protocol fidelity.
Cultural competence and sensitivity to working with diverse populations and vulnerable groups.
Problem-solving mindset and ability to escalate issues appropriately while proposing practical solutions.
Team leadership and volunteer supervision with coaching and feedback skills.
Empathy and strong interpersonal skills for participant-facing interactions.
Adaptability and resilience in evolving research contexts and unexpected operational challenges.
Time management and proactive follow-through to ensure study milestones are met.
Professionalism, confidentiality, and ethical judgment in all research activities.

Education & Experience

Educational Background

Minimum Education:

High school diploma or equivalent; strong preference for at least some college coursework or relevant certification.

Preferred Education:

Associate's or Bachelor's degree in Public Health, Biology, Psychology, Social Work, Health Sciences, or related field.

Relevant Fields of Study:

Public Health
Social Sciences (Psychology, Sociology)
Life Sciences (Biology, Health Sciences)
Community Engagement / Nonprofit Management

Experience Requirements

Typical Experience Range: 1–3 years of experience in research support, community outreach, volunteer coordination, or clinical trial support.

Preferred:

2+ years coordinating research studies or supervising volunteers in a nonprofit, academic, or clinical research environment.
Demonstrated experience with IRB processes, participant recruitment, and data management tools (e.g., REDCap, Qualtrics, Excel).
Prior experience working with vulnerable populations, community partners, or multi-site projects is highly desirable.