Budgets Administrative Assistant

Based in Waterloo, Ontario, Canada Probity Medical Research (PMR) is an administrative support company that partners with clinical research sites and pharmaceutical companies to provide essential administrative services for clinical research trials.

As a rapidly growing company, we are committed to advancing clinical research through exceptional service. PMR is an equal-opportunity employer, offering competitive wages, healthcare benefits, and an inclusive work environment

Probity Medical Research is looking for a Budget Assistant to join our team. The Budget Admin Assistant is responsible for supporting clinical trial budget activities. This role involves negotiating and finalizing clinical trial budgets, ensuring financial feasibility and accuracy within required timelines. The Budget Admin Assistant collaborates closely with sponsors, internal teams, and external sites to ensure timely budget delivery diverse studies in multiple area's of medicine.

We thank all applicants for their interest; however, only those selected for further consideration will be contacted.

Job Responsibilities

Budget Management

• Review, negotiate, and finalize initial study budgets and amendments to ensure financial feasibility, compliance, and adherence to timelines
• Communicate with sponsors, external budget contacts, and sites to negotiate optimal study budgets
• Maintain a high degree of organizational skills to ensure smooth and efficient daily budget operations
• Apply strong negotiating skills to secure favorable study budget allocations
• Review sponsor budget templates and ensure alignment with internal cost standards and regulatory requirements
• Ensure all applicable study-related costs are accurately captured during the budget negotiation process
• Coordinate with Contracts team to ensure budgets alignment where applicable
• Review and monitor active sites and upcoming projects in team KPI tracker
• Update KPI tracker to ensure accuracy and workload visibility
• Coordinate with Contracts team to ensure budgets alignment where applicable
• Prioritize workload based on site activation timelines and project volume; collaborate with internal teams to ensure timely budget delivery and study startup

Operational Efficiency & Stakeholder Support

• Serve as a key point of contact for internal and external inquiries related to assigned study budgets
• Manage and respond to email communications promptly to support ongoing study operations and budget accuracy
• Reassess priorities regularly to meet the evolving demands of budget negotiations and site activations
• Assist the Budgets Team Lead in identifying and implementing process improvements to enhance efficiency and consistency
• Support onboarding and training of new team members to ensure understanding of budget processes and tools

Additional Responsibilities

• Perform other duties as assigned to contribute to the overall success of the organization’s payment and budget processes

Skills

• Attention to Detail
• Excellent Communication Skills (oral and written)
• Strong Organizational and Prioritization Skills
• Time Management Skills
• MS Office Proficiency
• Ability to work independently and be a team player
• Adaptable/Flexible
• Collaborative
• Solid Problem-Solving Skills
• Creative and Innovative Thinking
• Decision Making

Qualifications

• A bachelor's degree or college diploma in Clinical Research, Health or Life Science or a related field 
• A minimum of 1 year as an on-site clinical research coordinator or clinical research assistant or 2 or more years of on-site clinical research administration experience
• Experience working on or negotiating study budgets would be an asset
• Highly Proficient Microsoft Office Suite Knowledge (Excel)
• Experience with DocuSign and PDF software
• Proven ability to manage multiple projects at once
• A high level of critical and logical thinking, analysis, and/or reasoning

Working Environment

Each department has their own training requirements for in-office, hybrid or remote. Generally most positions will be eligible for a hybrid training schedule or remote. Home office setup requirements include a secure and reliable internet connection, an additional monitor, ergonomic workspace and privacy. This is an option, as staff can choose to work full-time from our office.

• Manual dexterity is required to use desktop computer and peripherals.