Study Operations Coordinator

Study Operations Coordinator
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.