By Jennifer Maffia, Owner of Advanced Recruiting Partners

Let’s talk candidly for a moment. If you’re actively job hunting in the bio-pharmaceutical or clinical research space right now, you’ve likely run into something that feels…off. A job posting that never seems to close. A recruiter who vanishes after one vague email. Or worse—someone asking for your personal information before a real interview even begins.

I’ve spent years in this industry, partnering with hiring managers, associations, and top-tier talent across clinical trials, regulatory affairs, and drug development. I’ve seen just about everything—and lately, I’m seeing more ghost jobs and fake recruiters than ever before.

It’s frustrating, and it’s not just you. These trends are wasting job seekers’ time, damaging trust, and creating unnecessary anxiety. But here’s the good news: once you know how to recognize the signs, you’ll be better equipped to protect your time, your personal information, and your career momentum.

What Are Ghost Jobs—and Why Are They So Common?

Ghost jobs are postings for roles that don’t actually exist—or that a company has no intention of filling right now. They look legitimate. They use familiar language. Sometimes, they even include recognizable company names. But make no mistake: these postings are not active.

Why do employers post ghost jobs?

• > To build a candidate pipeline: Some employers want to see what talent is out there, even if they’re not hiring. It’s speculative—like collecting resumes “just in case.”
• > To comply with internal policy: A position might already be filled internally, but HR still has to post it publicly for compliance.
• > Pending budget approval: The team may want to hire, but the funding hasn’t been approved yet. In the meantime, the job goes live and applicants are left in limbo.

In specialized industries like ours—where candidates bring years of education, certifications, and niche lab or clinical experience—ghost jobs can feel especially insulting. You deserve clarity and respect for the expertise you bring to the table.

Spotting a Ghost Job: Red Flags to Watch For

After working with thousands of professionals in life sciences and pharma, I’ve developed a reliable radar for ghost jobs. Here’s how you can, too:

• > The description is vague or generic: Real opportunities in this space mention specifics—GCP compliance, clinical trial phases, particular lab methodologies, etc. A job that just says “assist with research projects” isn’t speaking your language.
• > The role never closes: If you’re seeing the same job posted for months across different platforms, with no activity or response, it’s probably not active.
• > No personalized contact or follow-up: A real recruiter will reach out, follow up, and provide details. A ghost job often leads to…radio silence.
• > It’s not listed on the company website: Always cross-check. If it’s missing from the company’s official careers page, proceed with caution.

You can also look for signs of inconsistency: Is the job title slightly different on each site? Do the responsibilities shift slightly depending on where it’s posted? These are clues that something’s not right.

Fake Recruiters: When to Be Skeptical

Now let’s tackle another growing problem: scammers posing as recruiters. These individuals aren’t just unprofessional—they’re predatory. Their goal is to exploit job seekers, whether by collecting sensitive information or misleading candidates into giving up money, time, or data.

Here’s how to identify a fake:

• > They email you from a personal (non-company) address: A legitimate recruiter will always use a professional email tied to a company domain.
• > Their communication is sloppy: Grammar errors, poor formatting, and vague job details are all signs something isn’t right.
• > They ask for personal information upfront: No real recruiter will ask for your Social Security number or banking information during the early stages of a job search.
• > They can’t explain the job: If they fumble basic questions about responsibilities, hiring timelines, or who the role reports to, they’re not real—or not worth your time.
• > They have no online presence: A reputable recruiter will have a solid LinkedIn profile, a track record in your industry, and usually connections in common.

How to Confirm a Legitimate Job or Recruiter

When you find an opportunity that excites you—or are approached by a recruiter—take a few steps to vet them:

1. Check the job against the company’s official careers page. If it’s not there, pick up the phone and call their HR department directly to verify.
2. Ask questions that require real insight:
   • Who does this position report to?
   • What stage is the clinical trial or project in?
   • Why is the position open—new headcount or backfill?
3. Look into the recruiting firm. Does the agency specialize in life sciences? Do they have testimonials or verifiable partnerships?

A real recruiter will welcome these questions. They’ll have insight into company culture, organizational structure, and expectations—because their goal is to set you up for success.

Best Practices for Bio-Pharma Job Seekers

Here’s how you can job hunt more strategically—and safely—in today’s climate:

• > Build relationships with specialized recruiters. Long-term partnerships with trusted agencies can lead to opportunities before they’re even posted.
• > Stay organized. Track your applications, recruiter conversations, and follow-ups. Patterns will emerge, and you’ll waste less time on dead ends.
• > Tailor every application. Use keywords relevant to your niche—whether it’s oncology trials, regulatory submissions, or GMP manufacturing. Make it clear you understand the science.
• > Trust your instincts. If it sounds too good to be true—it probably is.
• > Engage in niche industry forums and job boards. Specialized platforms often feature exclusive postings you won’t find elsewhere.

And finally—take care of your mental health. Job searching in a specialized field can feel isolating. Connect with peers, join LinkedIn groups, or even consider talking with a mentor. The right role is out there, and it’s worth the wait.

Final Thoughts

The biotech and pharmaceutical industries are filled with innovation, collaboration, and opportunity—but like every other field, they’re not immune to bad actors.

Your skills are in demand. You deserve clarity, professionalism, and honesty in your job search. Stay informed. Ask questions. And don’t be afraid to walk away from anything that doesn’t feel legitimate.

There are excellent recruiters and real opportunities out there—and you’re not in this alone.

Want to stay ahead of the curve? Visit our blog page for expert job search tips, hiring trends, and vetted opportunities in life sciences. Your next opportunity could be just one click away.

About Jennifer Maffia
With over 20 years of experience in clinical staffing, Jennifer Maffia connects pharmaceutical, biotech, and life sciences companies with top-tier clinical talent. She is known for building lasting client relationships, supporting tenured recruiters, and driving impactful hiring strategies. Through industry partnerships and active board involvement, Jennifer remains committed to advancing the life sciences field and improving patient outcomes.