Note: The job is a remote job and is open to candidates in USA. ClinSurge Research supports a clinical trial portfolio and is seeking a Finance and Administration Coordinator to support its financial, administrative, and HR operations. The role manages CTMS study records, invoicing, participant stipends, investigator payments, payroll, onboarding and offboarding, recruitment support, and administrative process improvements across multiple studies.
Responsibilities
- Build and maintain study records within the Clinical Trial Management System (CTMS), including budgets, visit schedules, and payment milestones
- Ensure CTMS data accuracy and consistency across active studies
- Update study builds as protocol amendments or contract changes occur
- Prepare and submit study invoices to sponsors/CROs in accordance with contract terms and payment schedules
- Track invoice status, follow up on outstanding payments, and reconcile discrepancies
- Maintain organized records of invoicing history per study
- Process participant stipend and reimbursement payments accurately and on schedule
- Track stipend payment logs per study and ensure compliance with protocol-specified payment terms
- Address participant payment inquiries in coordination with clinical staff
- Review and process payments to principal investigators and sub-investigators
- Verify payment amounts against contracted rates and completed milestones/visits
- Maintain investigator payment records and support audit-readiness
- Manage and run payroll and maintain employee profiles within QuickBooks
- Track staff onboarding and offboarding items, ensuring required steps and documentation are completed on schedule
- Provide support with staff recruitment activities as needed
- Assist with drafting source document templates and related study documentation
- Support updates to administrative forms and internal templates
- Support AI-driven workflow updates and process improvements across the administrative function
- Provide general administrative support to the operations and clinical teams as needed
Skills
- 2+ years of experience in an administrative, finance, or coordinator role, preferably within clinical research, healthcare, or a related field
- Experience with AI tool build-out or implementation (e.g., configuring or deploying AI-assisted workflows/tools)
- Project management experience; ability to independently manage timelines and competing priorities across multiple studies
- Strong attention to detail and organizational skills
- Comfortable working with budgets, invoices, and payment tracking
- Proficient in Microsoft Excel/Office, QuickBooks (including payroll and employee profile management), and Claude Enterprise
- Experience supporting onboarding/offboarding processes and general HR administration an asset
- Strong written and verbal communication skills
- Comfortable working remotely with reliable availability for occasional on-site collaboration in the GTA
- Diploma or degree in Finance, Business Administration, or a related field
- Familiarity with CTMS platforms and clinical trial financial workflows
- Experience with other clinical study management software
Benefits
- Remote work, with preference for candidates able to attend hybrid on-site days in the Greater Toronto Area
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