Start-up Administrator

McGill University•Montreal, QC

2d•CA$33 - CA$41•Hybrid

About The Position

Under the supervision of the Start-up Officer, the Start-up Administrator provides administrative and logistical support for the start-up and budgeting of industry-sponsored clinical trials, as well as support for financial tasks, within the Clinical Research Unit (CRU). The role assists in preparing documents, tracking study progress, maintaining financial and regulatory records, and ensuring data accuracy in the Clinical Trial Management System (CTMS).

Requirements

Diploma or undergraduate degree in business administration, or related field.
Minimum two (2) years of experience in clinical research administration, finance, or office coordination.
Knowledge of basic budgeting principles.
Proficiency in Microsoft Office and database systems.
Strong attention to detail, accuracy, and record-keeping.
Ability to work collaboratively within a multidisciplinary team and manage multiple priorities.
Authorized to work in Canada and willing to work in the province of Quebec.
English communication skills (verbal and written) at level 4 on a scale of 0-4.

Nice To Haves

Knowledge in clinical research start-up processes is an asset.
Experience with CTMS or equivalent tools is an asset.
Experience in a hospital or academic research environment is an asset.

Responsibilities

Assist in preparing draft budgets and cost justifications for industry-sponsored trials.
Track budget versions, amendments, and sponsor correspondence.
Maintain organized electronic and paper files of contracts, budgets, and related documentation.
Support the start-up team by collecting feasibility information and maintaining study start-up trackers.
Assist in preparing and submitting standard forms, checklists, and supporting materials.
Coordinate communication with internal teams (ethics, finance, coordination, laboratory) during the start-up phase.
Track submission deadlines and communicate upcoming requirements to the Start-Up Officer.
Enter study, contract, and budget data accurately into the Clinical Trial Management System (CTMS).
Update information as changes occur and verify accuracy against source documents.
Generate standard reports or summaries from CTMS when requested.
Support the coordination of vendor quotes and related correspondence.
Prepare supporting materials, such as budget tables or start-up status reports, for team meetings.
Take meeting notes and follow up on assigned action items.
Maintain shared folders and document templates for start-up activities.
Review data entries and forms for completeness and consistency before submission or filing.
Follow established standard operating procedures (SOPs) and quality standards.
Suggest improvements to forms, templates, or checklists where applicable.
Stay informed about CRU policies, CTMS updates, and standard start-up procedures.
Participate in internal training sessions related to clinical research operations.
Transfer tasks to colleagues as requested by the direct supervisor.
Prepare internal budget spreadsheets and Office of Sponsored Research (OSR) checklists.
Create internal patient visit logs through various programs such as the CRU’s Clinical Trial Management System (CTMS) and Excel.
Reconcile accounts and verify financial discrepancies and errors in collaboration with the CRU and the trial sponsors, especially during a study close-out phase.
Monitor financial activity for clinical trials and ensure payments are received by the sponsor and invoices are paid to suppliers, in a timely manner.
Follow up with sponsors on arrears and report any issues to the direct supervisor.
Maintain 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.
Provide backup support to other finance team staff within area of responsibility during absences or high workload periods.
Provide backup support to other administrative or research support staff within area of responsibility during absences or high workload periods.
Assist in special projects or administrative initiatives as assigned by the Start-Up Officer or CRU Manager.

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