Site Management Associate I

ICON Clinical Research; Montreal (administrative region); On-site; CAD 60,000 - 75,000; Full time

Benefits offered by this job

Annual leave

Health insurance

Retirement planning

LifeWorks

Life assurance

Flexible benefits

Job summary

ICON plc in Montreal is seeking a Clinical Trial Coordinator - Regulatory (with payments) to join our global team. You will support regulatory submissions, site coordination, and manage payments and budgeting activities for trials in Canada.

The role requires 1–2 years in clinical research, bilingual French and English, strong IT skills, and knowledge of GCP guidelines. You will work on site two days a week at sponsor offices in Kirkland.

Qualifications

• 1–2 years in Clinical Research or healthcare experience.
• Fluent in French and English, with strong communication skills.
• Good IT skills, especially MS Excel and Office.
• Knowledge of GCP and good documentation practices.

Responsibilities

• Coordinate trial and site administration, file management and reporting.
• Update CTMS trackers and ensure regulatory submissions support.
• Manage labeling, translations, and site start-up activities.
• Support budgeting, contracts, and payments with finance partners.
• Plan meetings and prepare study materials and memos.

Skills

Clinical Research experience

Bilingual English/French

MS Excel

Regulatory knowledge

GCP knowledge

Documentation skills

Time management

Education

BA/BS Life Science or equivalent

Tools

MS Office

Clinical IT applications

Job description

Clinical Trial Coordinator - Regulatory (w/payments) - Montreal

ICON plc is a world-leading healthcare intelligence and clinical research organization. We’re proud to foster an inclusive environment driving innovation and excellence, and we welcome you to join us on our mission to shape the future of clinical development.

What you will be doing:

Trial and site administration:

• Tracking (e.g. essential documents) and reporting [e.g, Safety Reports)
• Ensure collation and distribution of study tools and documents
• Update clinical trial databases (CTMS) and trackers
• Clinical supply & non-clinical supply management, in Collaboration with other country roles
• Manage Labeling requirements and coordinate/sign translation change request

Document management:

• Prepare documents and correspondence
• Collate, distribute/ship, and archive clinical documents
• Assist with eTMF reconciliation
• Updating manuals/documents (e.g., patient diaries, instructions)
• Document proper destruction of clinical supplies.
• Prepare Investigator trial file binders
• Execute eTMF Quality Control Plan
• Obtain translations of documents

Regulatory & Site Start-Up responsibilities:

• In a timely manner, provide to and collect from investigators forms/lists for siteevaluation/validation,site start-up and submissions
• Obtain, track and update study insurance certificates
• Support preparation of submission package for IRB/ERC and support regulatory agencies submissions.
• Publish study results for GCTO and RA where required per local legislation

Budgeting, Agreement and Payments: Collaborate with finance/budgeting representatives for

• Develop country and site budgets (including Split site budget)
• Tracking, and reporting of negotiations
• Maintenance of tracking tools
• Contract development, negotiation, approval and maintenance (e.g. CTRAs)
• Update and maintain contract; templates (in cooperation with Legal Department)
• Payment calculation and execution(investigators, vendors, grants)
• Ensure compliance with financial procedures
• Monitor and track adherence and disclosures,
• Budget closeout.

Meeting Planning:

• Organize meetings (create & track studymemos/letters/protocols)
• Support local investigator meetings (invitations, prepare materials, select venue, support vendor where applicable)

What you need to have:

• B.A./B.S. (Life Science preferred) or equivalent healthcare experience
• Minimum 1-2 years in Clinical Research or relevant healthcare experience
• Must have site payments experience.
• Fluent in Local Languages and business proficient in English (verbal and written} and excellent communication skills
• Must be bilingual in French
• Good understanding of Global; Country/Regional Clinical Research Guidelines and ability to work within these guidelines.
• Hands on knowledge of Good Documentation Practices
• Good IT skills (Use of MS office, use of some clinical IT applications on computer) and ability to adapt to new IT applications; Strong MS Excel skills required.
• ICH-GCP Knowledge appropriate to role
• Effective time management, organizational and interpersonal skills, conflict management
• Effective communication with external customers (e.g. sites and investigators)
• High sense of accountability/ urgency. Ability to set priorities and handle multiple tasks simultaneously in a changing environment
• Works effectively in a matrix multicultural environment. Ability to establish and maintain culturally sensitive working relationships.
• Demonstrates commitment to Customer focus.
• Able to work independently
• Proactive attitude to solving problems/ proposing solution
• Must be able to go on site to sponsor office 2 days a week in Kirkland
• Eligible to work in Canada without visa sponsorship

What ICON can offer you:

Our success depends on the quality of our people. That’s why we’ve made it a priority to build a diverse culture that rewards high performance and nurtures talent.

In addition to your competitive salary, ICON offers a range of additional benefits. Our benefits are designed to be competitive within each country and are focused on well-being and work life balance opportunities for you and your family.

Our benefits examples include:

• Various annual leave entitlements
• A range of health insurance offerings to suit you and your family’s needs.
• Competitive retirement planning offerings to maximize savings and plan with confidence for the years ahead.
• Global Employee Assistance Programme, LifeWorks, offering 24-hour access to a global network of over 80,000 independent specialized professionals who are there to support you and your family’s well-being.
• Life assurance
• Flexible country-specific optional benefits, including childcare vouchers, bike purchase schemes, discounted gym memberships, subsidized travel passes, health assessments, among others.

Visit our careers site (https://careers.iconplc.com/benefits) to read more about the benefits ICON offers.

At ICON, inclusion & belonging are fundamental to our culture and values. We’re dedicated to providing an inclusive and accessible environment for all candidates. ICON is committed to providing a workplace free of discrimination and harassment. All qualified applicants will receive equal consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

If, because of a medical condition or disability, you need a reasonable accommodation for any part of the application process, or in order to perform the essential functions of a position, please let us know or submit a request here (https://careers.iconplc.com/reasonable-accommodations)