Accounts Administrator

McGill University•Montreal, QC

4d•Hybrid

About The Position

Under the supervision of the Clinical Research Unit’s Finance Officer, the Account Administrator is responsible to oversee and administer, in collaboration with the CRU’s finance and administrative teams, over 100 Clinical Trial accounts. The Accounts Administrator will process various financial transactions including internal transfers, expense reimbursements, petty cash, purchase orders, reconciliations, supplier payments, accounts receivables (invoicing), and deposits.

Requirements

Diploma or certificate in Accounting, Finance, Business Administration, or a related field.
0–2 years of experience in an accounting, finance, or administrative support role.
Basic understanding of accounting principles, including accounts payable and receivable.
Familiarity with processing routine financial transactions such as invoices, reimbursements, and purchase orders.
Experience using Microsoft Excel and other standard office tools for data entry and tracking.
Understanding of confidentiality and compliance requirements in a regulated environment.
Strong attention to detail and accuracy when entering and reviewing financial information.
Good organizational skills and ability to maintain clear and accurate files and records.
Ability to identify discrepancies or missing information and escalate issues appropriately.
Intermediate French.
DEP - Business Administration
3 Years Related Experience
Knowledge of English: Level # 4 on a scale of 0-4.

Nice To Haves

Experience in a unionized, academic, healthcare, or public‑sector environment is an asset.

Responsibilities

Reviewing the accuracy of clinical trial agreements’ financial terms and budgets to ensure all items are accounted for and are compliant with departmental and University policies. Any discrepancies are to be reported to the direct supervisor in a timely manner.
Preparing internal budget spreadsheets and Office of Sponsored Research (OSR) checklists for each new clinical trial or active clinical trials requiring amendments, subject to supervisor approval.
Creating internal patient visit logs for each clinical study to track visits, procedures, costs incurred by the CRU and patients, and all other data entry related to financial activity, in collaboration with clinical study coordinator, through various programs such as the CRU’s Clinical Trial Management System (CTMS) and Excel.
Reconciling accounts and verifying discrepancies and errors and adjust accordingly in collaboration with the CRU and the trial sponsors, especially during a study close-out phase.
Monitoring financial activity for each clinical trial and ensures payments are received by the sponsor and invoices are paid to suppliers, in a timely manner.
Consistently following up with sponsors on arrears and report any issues to the direct supervisor.
Maintaining a clear and accurate filing system for all documents including vendor agreements, timesheets, contracts, etc.
Providing all necessary documents when requested by internal and external documents and the tabulation of patient statistics and other activity, when requested.
The Accounts Administrator will be involved in various administrative and clerical tasks according to the needs of the unit and may participate in other special projects as needed.

Benefits

Competitive benefits package (Health, Dental, Life Insurance) (if eligible)
Defined contribution pension plan (with employer contribution up to 10%) (if eligible)
Group Registered Retirement Savings Plan (RRSP) and Tax Free Savings Account (TFSA)
Competitive vacation policy
Two (2) personal days
Two (2) floating holidays
Nine (9) "Summer Fridays" - paid days off between the St-Jean Baptiste holiday and Labour Day
Paid time off over the December holiday period
Tuition waiver for regular employees and their dependents
Up to two (2) days of remote work per week where the position permits