Budget & Contract Administrative Assistant

Probity Medical Research Inc•Waterloo, ON

1d•CA$0 - CA$25•Onsite

About The Position

Probity Medical Research (PMR) is a Canadian organization that supports the advancement of clinical research by partnering with research sites, pharmaceutical companies, and contract research organizations. Through specialized administrative services, PMR helps clinical research teams deliver studies that contribute to the development of new treatments and therapies. At PMR, employees have the opportunity to contribute to meaningful work while developing specialized knowledge within the clinical research industry. Teams collaborate across departments and with external partners, providing exposure to a variety of projects, stakeholders, and opportunities to expand skills. As a growing organization, PMR values individuals who are eager to learn, contribute ideas, and help improve the way work is done. PMR is committed to creating a supportive and inclusive workplace where employees can build expertise, take ownership of their work, and grow alongside the organization. PMR is an equal opportunity employer committed to providing a respectful and inclusive workplace. They offer a benefits program and an opportunity to build specialized experience within the clinical research industry while contributing to the continued success and growth of the organization. The Budget & Contract Administration Assistant supports the administration and coordination of clinical trial budgets, contracts, and financial tracking throughout the study lifecycle. Working closely with the Budget, Contract, Payment, Finance, and Project Management teams, this role helps ensure budget and contract documentation is accurate, complete, and aligned while maintaining organized records and supporting timely study startup and payment activities. The role is responsible for assisting with budget preparation, contract administration, payment tracking, document management, and cross-functional communication to promote operational efficiency, financial accuracy, and regulatory compliance. By maintaining tracking tools, coordinating documentation, supporting sponsor communications, and identifying opportunities to improve administrative processes, the Budget & Contract Administration Assistant contributes to the smooth execution of study financial operations and the successful delivery of clinical research projects.

Requirements

A college diploma in Finance, Business Administration, Accounting, Economics, Life Sciences, or a related field (or equivalent experience)
Self-starter with ability to take initiative and work with minimal supervision
Enjoys administrative work; sitting consistently at a desk using a computer to review multiple documentation platforms and resources to prepare and complete necessary work
Has excellent organizational, interpersonal, communication and computer skills
Has superior skills in using Microsoft Office software such as Outlook, Word, and Excel and utilizes their full features and formatting functions to complete tasks.
Commitment to high proficiency in writing and editing skills, accuracy, and attention to detail
Knowledge of Adobe and other pdf software
Adaptable to learning company software systems to complete tasks
Handle and prepare all aspects of confidential and sensitive documents
High level of critical and logical thinking, analysis, and/or reasoning
MS Office Proficiency, with exceptional excel skills
Attention to Detail
Excellent Communication Skills (oral and written)
Strong Organizational and Prioritization Skills
Time Management Skills
Ability to work independently and be a team player
Adaptable/Flexible
Collaborative
Solid Problem-Solving Skills
Creative and Innovative Thinking
Decision Making

Responsibilities

Maintain and update budget team trackers, databases, and internal records, including site-specific cost information, site contacts, and other study documentation.
Store budget-related documents within the company's document management systems, ensuring records are complete, accurate, and up to date.
Perform quality control reviews of budgets (i.e., compare for accuracy relative to lead site or to previous study, etc.).
Assist with the development and maintenance of budget team written procedures and templates.
Minimize contractual risks by supporting the review, drafting, and finalization of contract documents in collaboration with the contracts team.
Increase operational efficiency and contract compliance by maintaining an up-to-date contract tracking system that monitors contract status, amendments, and key dates.
Coordinate contract execution, ensuring all necessary approvals and signatures are obtained (via electronic platforms like DocuSign, FoxIt, or physical copies).
Ensure final contract documents align with finalized budget documents and payment schedules.
Assist with the development and maintenance of contract team written procedures and templates.
Assist with the preparation and completion of payment, banking, and tax forms and liaise with the Finance Team regarding payment set-up and related inquiries, as required.
Support the budget and contract process by coordinating internal reviews, facilitating the collection of required approvals and signatures, and communicating with relevant stakeholders to ensure timely document completion.
Serve as a point of contact for internal stakeholders regarding budget and contract-related inquiries.
Coordinate team meetings by scheduling meetings, preparing agendas, and distributing materials, as required.
Reduce processing time and enhance accuracy by identifying inefficiencies and contributing to the development of streamlined workflows for budget negotiations and contract management.
Improve decision-making and compliance by recommending efficiency improvements in budget tracking, contract execution, and financial reporting.
Implement best practices for managing contract and budget documentation.
Ensure audit readiness and compliance by maintaining a structured electronic filing system that meets legal and regulatory requirements.
Ensure budget and contract documentation is stored securely and in compliance with company policies.
Support special projects, ad hoc assignments, and other responsibilities as required