Start-up Administrator

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Position Summary:
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).

Primary Responsibilities:

Administrative and Budget Support

• 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.

Start-Up Coordination and Regulatory Compliance

• 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.

CTMS Data Entry and Maintenance

• 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.

Sponsor and Vendor Communication

• Support the coordination of vendor quotes and related correspondence.

Meeting and Documentation Support

• 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.

Quality and Process Support

• 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.

Training and Knowledge Maintenance

• 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.

Finance Team Support

• 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. 

Other Related Duties

• 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.

Other Qualifying Skills and/or Abilities

• 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.
• Knowledge in clinical research start-up processes is an asset.
• Proficiency in Microsoft Office and database systems; experience with CTMS or equivalent tools is an asset.
• Strong attention to detail, accuracy, and record-keeping.
• Ability to work collaboratively within a multidisciplinary team and manage multiple priorities.
• Experience in a hospital or academic research environment is an asset.

As one of Montreal's Top Employers, here is what we offer:

• 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

Before applying, please note that to work at McGill University, you must be both authorized to work in Canada and willing to work in the province of Quebec at the campus where the position is based / located.

Knowledge of English: McGill University is an English-language university where day to day duties may require English communication both verbally and in writing. The level of English required for this position has been assessed at a level 4 on a scale of 0-4.

For a definition of our language proficiency levels, please click here.

DEC III 3 Years Related Experience /

(MUNACA Level H) $33.05 - $40.97

33.75 (Full time)

Start Up Officer

2027-08-30

2026-08-23