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Study Operations Coordinator
Mindlance
- 🇺🇸 United States
- On-site
- 3 weeks ago
- $63.27 / hour
- calibration
- User Research
- Computer Vision
- Qualtrics
- Agile
3 weeks ago
Role Summary
We're looking for a Study Operations Coordinator to support the full lifecycle of human data collection and subjective user feedback studies at Client. Our studies range from controlled lab sessions with complex ground-truth equipment — motion capture, calibrated lighting, multi-camera systems, and custom software pipelines — to hands-on evaluations with Client devices.
You'll be the operational core of these programs: recruiting and scheduling participants, running study sessions from participant intake through to data offload, maintaining lab equipment and environments, and acting as a close partner to both study design and algorithm development teams. You bring a warm, engaging presence that puts participants at ease from the moment they walk in — as much as you bring operational rigour to everything that happens after.
Key Responsibilities
RECRUITMENT & SCHEDULING
• Execute participant recruitment plans via email and Slack outreach to internal user pools, communicating study purpose, session requirements, and eligibility criteria clearly and accurately.
• Manage end-to-end scheduling: calendar coordination, confirmations, reminders, and rescheduling as needed to maintain study throughput.
• Track recruitment pipeline status and flag risks to study timelines early.
• Maintain participant records, ensuring demographic metadata and screening criteria are captured consistently across studies.
PARTICIPANT INTAKE & SESSION EXECUTION
• Serve as the face of the study for every participant — creating a welcoming, calm, and professional first impression that sets the tone for the session and encourages candid, natural responses.
• Greet and onboard participants at each session: administer consent forms and NDAs, collect required metadata, and provide clear briefings on session flow.
• Execute study protocols reliably and consistently across sessions, maintaining fidelity to the approved procedure.
• Deliver safety briefings for sessions involving specialized equipment (mocap suits, Client devices, controlled lighting environments).
• Monitor participant wellbeing and comfort throughout sessions; escalate issues appropriately.
• Administer subjective feedback instruments — surveys, rating scales, verbal debrief — and ensure response quality.
LAB, EQUIPMENT & ENVIRONMENT
• Own lab setup and teardown between sessions: configure equipment, validate system readiness, and reset the environment to a known-good state.
• Learn and operate ground-truth capture equipment including motion capture systems, calibrated lighting rigs, multi-camera arrays, and supporting computer software.
• Perform pre-session calibration and QC checks; identify and resolve or escalate equipment issues before they affect data quality.
• Manage lab space booking and coordinate with facilities as needed.
• Maintain equipment inventory, track consumables, and flag maintenance or replacement needs proactively.
PROTOCOL & STUDY DESIGN SUPPORT
• Learn study protocols deeply enough to execute them independently and identify operational friction.
• Provide structured operational feedback to study designers: flag protocol steps that cause participant confusion, introduce variability, or create operational bottlenecks.
• Contribute to protocol iteration — documenting changes, version-controlling procedures, and ensuring all session operators are aligned.
DATA MANAGEMENT & REPORTING
• Execute post-session data offload procedures: transfer, verify, and organize captured datasets per established naming conventions and storage protocols.
• Perform basic data quality checks at offload — completeness, file integrity, metadata tagging — and flag anomalies to the study team.
• Maintain study operations tracking across sessions: throughput, no-shows, equipment issues, protocol deviations.
• Deliver a concise, structured weekly written summary of study activities, status, and open issues to stakeholders — specific, actionable, and free of ambiguity.
CROSS-FUNCTIONAL COLLABORATION
• Work closely with study design leads throughout the lifecycle of each program — from protocol bring-up through final data collection.
• Liaise with algorithm and data teams to ensure operational outputs meet downstream processing requirements.
• Communicate proactively about session outcomes, data quality observations, and operational blockers.
Qualifications
REQUIRED
• 2+ years in a research operations, lab coordination, or clinical/UX study coordination role.
• Demonstrated ability to execute standardized protocols consistently and flag deviations accurately.
• Strong organizational skills — able to manage multiple concurrent study schedules without dropping details.
• Naturally warm and personable in one-on-one settings; able to put a wide range of participants at ease quickly, including those unfamiliar with lab environments or technical equipment.
• Polished, professional communication style with non-technical participants — clear on instructions, reassuring under pressure, and adept at reading the room.
• Communicates operational issues concisely and without ambiguity — written updates are structured, specific, and actionable rather than anecdotal.
• Familiarity with informed consent processes and participant confidentiality standards.
• Proficiency with standard productivity tools: calendar management, spreadsheets, document creation.
PREFERRED
• Experience supporting user research, human factors, or perceptual studies in a tech or product development context.
• Exposure to motion capture, computer vision, or multi-camera data collection environments.
• Familiarity with Client platforms and devices.
• Experience working with Client devices and hardware under confidentiality requirements.
• Working knowledge of data management practices: file naming conventions, offload verification, basic QC.
• Experience with scheduling or participant management tools (e.g., Calendly, Qualtrics, REDCap, or similar).
• Exposure to agile or iterative development environments — comfortable with evolving procedures.
What Success Looks Like
• Studies run on schedule with high session throughput and low operational variance.
• Participants consistently report a clear, professional, and comfortable experience — and are willing to return.
• Data arrives downstream complete, correctly named, and with metadata intact.
• Study teams receive timely, useful operational feedback that improves protocols over the course of a study.
• Equipment issues are caught before sessions, not during them.
Logistics
• Onsite at Client labs required from day one.
• Occasional cross-lab travel may be required depending on study configuration.
• Sessions may be scheduled outside standard hours depending on participant availability — flexibility expected.
Due to the nature of the work, candidates must be comfortable with NDA requirements and working in a confidential product development environment.
Study Operations Coordinator · Mindlance