Budget & Contract Administrative Assistant

Probity Medical Research Inc.; Southwestern Ontario; On-site; CAD 55,000 - 75,000; Full time

Job summary

Probity Medical Research Inc. is seeking a Budget & Contract Administrative Assistant to support budgets, contracts, and financial tracking across the study lifecycle.

You will coordinate with Budget, Contract, Payment, Finance, and Project Management teams to ensure accurate documentation and timely startup activities. Based in Waterloo, Ontario, PMR offers an equal opportunity workplace and a chance to develop specialized experience in clinical research while contributing to project success

Qualifications

• College diploma in Finance, Business Administration, Accounting, Economics, Life Sciences, or related field.
• Prior CRO/clinical research site experience is an asset.
• Self-starter who can work with minimal supervision.
• Enjoys administrative work and desk-based tasks.
• Strong organizational, interpersonal, communication, and computer skills.
• Proficient with Microsoft Office and Excel; advanced formatting.
• Commitment to writing accuracy and detail.
• Knowledge of Adobe and PDF software.
• Adaptable to learning company software systems.
• Handles confidential documents appropriately.

Responsibilities

• Budget Administration duties including trackers and documentation management.
• Contract Administration including tracking system and approvals.
• Payment Administration support and banking/tax forms assistance.
• Communication & Collaboration across stakeholders for timely sign-offs.
• Workflow & Process Improvement to streamline budget/contract operations.
• Filing & Record Maintenance ensuring audit readiness and compliance.
• Other Duties including special projects as required.

Skills

MS Office

Excel

Attention to Detail

Communication Skills

Organizational Skills

Time Management

Team Player

Adaptable

Collaborative

Problem Solving

Creative Thinking

Decision Making

Education

College diploma in Finance

Business Administration

Accounting

Economics

Life Sciences

Related field

Tools

Adobe Acrobat

Microsoft Office

Outlook

Word

Job description

Budget & Contract Administrative Assistant

Full Time Assistant Waterloo, ON, CA

18 days ago Requisition ID: 1020

Based in Waterloo, Ontario, Probity Medical Research (PMR) is a Canadian organization supporting the advancement of clinical research by partnering with research sites, pharmaceutical companies, and contract research organizations. Through our specialized administrative services, we help 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. Our teams collaborate across departments and with external partners, providing employees with exposure to a variety of projects, stakeholders, and opportunities to expand their skills. As a growing organization, we value individuals who are eager to learn, contribute ideas, and help improve the way we work. We are committed to creating a supportive and inclusive workplace where employees can build their 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. We 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 our 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.

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

Budget Administration

• 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.

Contract Administration

• 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.

Payment Administration

• 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.

Communication & Collaboration

• 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.

Workflow & Process Improvement

• 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.

Filing & Record Maintenance

• 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.

Other Duties

• Support special projects, ad hoc assignments, and other responsibilities as required

Skills

• 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

Qualifications & Requirements

• A college diploma in Finance, Business Administration, Accounting, Economics, Life Sciences, or a related field
• Prior experience working at a clinical research site or CRO is an asset
• 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

9:00am to 5:00pm Monday through Friday
40 hour per week