Clinical Research Assistant

ACTalent; Anaheim (CA); Hybrid; USD 41,000 - 43,000; Full time

Job summary

ACTalent in Anaheim, CA seeks a Clinical Research Assistant to provide administrative and operational support for centralized research services. You will coordinate study intake, assist with contract execution, and ensure regulatory and financial documentation accuracy across CTMS and EPIC systems.

The role involves monitoring training, maintaining data integrity, onboarding new RSS staff, and generating KPI reports.

Qualifications

• Prior clinical research administrative experience is required.
• 2+ years of clinical research experience preferred.
• Experience with research finance and regulatory documents preferred.
• Up to 2 years of experience related to insurance billing, administrative support of clinical trials, EPIC use, regulatory work, or basic accounting; a combination of these experiences will be considered.
• Proficiency in using Outlook for shared inbox and calendar management.
• Ability to work with Clinical Trials Management Systems (CTMS).
• Experience reviewing and reconciling patient visits, procedures, and charges across systems such as CTMS and EPIC.
• Strong critical thinking skills for evaluating pre-award and post-award communications and identifying necessary actions.
• Ability to prepare, analyze, and interpret departmental data, metrics, and performance reports.
• Strong organizational skills for tracking training, CV expirations, and onboarding tasks.
• Effective communication skills for liaising with internal and external partners and presenting process improvement ideas.
• Attention to detail and accuracy in handling agreements, financial documents, and regulatory materials.

Responsibilities

• Track messages and schedule appointments using Outlook, ensuring prompt routing to team members.
• Assist in managing Confidentiality Disclosure Agreements and related administrative agreements.
• Support RSS team by scheduling meetings, recording notes, and updating item status.
• Support new study intake from award through contract execution.
• Evaluate pre-award and post-award communications and identify required actions.
• Understand CTAs, protocols, ICFs, and budgets for CTA execution support.
• Maintain familiarity with CTMS and support data integrity.
• Coordinate reminders for staff training and CV expirations.
• Collaborate with leadership on onboarding tasks for new RSS staff.
• Review protocol amendments for effects on coverage analyses, CTAs, budgets, and ERDs; share findings.
• Collect KPIs for research sites and teams; prepare reports.
• Identify process improvements and present solutions to team/leadership.
• Serve as liaison between internal and external partners and RSS team.
• Obtain current Certificates of Insurance, W-9s, Fair Market Value rates, and related documents.
• Review patient visits and procedures across CTMS, EPIC, and Outlook for compliance and accuracy.
• Complete comprehensive review of 100% of EPIC charges for research participants to ensure proper billing.
• Reconcile EPIC transaction reports and work queues to maintain financial records.
• Complete tasks efficiently with high quality and attention to detail.
• Embrace stretch projects and new tasks for learning and growth.
• Participate in efforts to centralize and optimize research program processes.

Skills

Clinical research admin

CTMS usage

EPIC experience

Outlook calendar

Data analysis

Regulatory tracking

Regulatory docs

Communication

Pre/post-award experience

Onboarding coordination

Education

Bachelor's degree

Tools

Outlook

CTMS

EPIC

Job description

Job Description

The Clinical Research Assistant provides comprehensive administrative and operational support to a centralized research services team, ensuring smooth coordination of clinical trials, accurate financial and regulatory documentation, and timely communication across internal and external stakeholders. This role plays a key part in managing study intake, supporting contract execution, monitoring training and compliance, and preparing performance metrics that help optimize the overall research program.

Job Title: Clinical Research Assistant

Job Description

The Clinical Research Assistant provides comprehensive administrative and operational support to a centralized research services team, ensuring smooth coordination of clinical trials, accurate financial and regulatory documentation, and timely communication across internal and external stakeholders. This role plays a key part in managing study intake, supporting contract execution, monitoring training and compliance, and preparing performance metrics that help optimize the overall research program.

Responsibilities

• Track messages and schedule appointments using the shared RSS inbox and calendar in Outlook, ensuring that communications are routed or escalated promptly to the appropriate team members.
• Assist in the management and preparation of Confidentiality Disclosure Agreements between the site and Sponsors or CROs, and organize and coordinate other related administrative agreements.
• Support the RSS team and leadership by scheduling meetings and conference rooms, recording meeting notes and action items, and providing regular updates on the status of those items.
• Support new study intake from initial study award through contract execution, including facilitating internal study review meetings.
• Apply critical thinking skills to evaluate pre-award and post-award communications, determine whether actions are required, and identify potential impacts on studies and processes.
• Demonstrate understanding of the relationship between study essential documents such as Clinical Trial Agreements (CTA), protocols, informed consent forms (ICF), and budgets, and assist with reconciliation needed for CTA execution.
• Maintain familiarity with the sites Clinical Trials Management System (CTMS) and provide support for administrative updates and data integrity.
• Coordinate routine reminders to track and manage central staff training and curriculum vitae (CV) expiration dates, ensuring timely renewals.
• Partner with leadership to prepare and execute onboarding tasks for new RSS staff, helping to ensure a smooth transition into the research program.
• Review protocol amendments to determine whether changes affect coverage analyses, Clinical Trial Agreements, budgets, and ERDs, and communicate findings to relevant stakeholders.
• Collaborate with the Director for Research to collect Key Performance Indicators (KPIs) for all research sites and teams.
• Prepare data and metrics related to department turnaround times, and compile and analyze monthly, quarterly, and annual reports and metrics for the department.
• Identify issues and opportunities for process improvement and present well-considered resolution ideas to the team or leadership.
• Serve as a liaison between internal and external partners and the RSS team, responding to questions and coordinating requests.
• Work with relevant departments to obtain current Certificates of Insurance, W-9 forms, Fair Market Value physician rates, and other required documents, ensuring they are properly filed and shared with appropriate team members.
• Review patient visits and procedures across platforms such as CTMS, EPIC, and Outlook to ensure compliance, accuracy, and consistency.
• Complete a comprehensive review of 100% of charges that drop in EPIC for research participants to ensure proper billing and compliance.
• Reconcile EPIC transaction reports and work queues to maintain accurate financial records for research activities.
• Complete assigned tasks efficiently and on time while maintaining high standards of quality and attention to detail.
• Embrace stretch projects and new tasks as opportunities for learning, skill development, and personal growth.
• Participate in ongoing efforts to centralize and optimize the research programs processes and infrastructure.

Essential Skills

• Prior clinical research administrative experience is required.
• Prior clinical research experience, with 2 or more years strongly preferred.
• Experience with research finance and regulatory documents is strongly preferred.
• Up to 2 years of experience related to insurance billing, administrative support of clinical trials, EPIC use, regulatory work, or basic accounting; a combination of these experiences will be considered.
• Proficiency in using Outlook for shared inbox and calendar management.
• Ability to work with Clinical Trials Management Systems (CTMS).
• Experience reviewing and reconciling patient visits, procedures, and charges across systems such as CTMS and EPIC.
• Strong critical thinking skills for evaluating pre-award and post-award communications and identifying necessary actions.
• Ability to prepare, analyze, and interpret departmental data, metrics, and performance reports.
• Strong organizational skills for tracking training, CV expirations, and onboarding tasks.
• Effective communication skills for liaising with internal and external partners and presenting process improvement ideas.
• Attention to detail and accuracy in handling agreements, financial documents, and regulatory materials.

Additional Skills & Qualifications

• Bachelors degree is preferred.
• Medical Billing and Coding certificate is preferred.
• Experience with insurance billing is preferred.
• Experience administratively supporting clinical trials is preferred.
• EPIC experience is preferred.
• Regulatory experience is preferred.
• Basic accounting experience is preferred.
• Comfort working with Confidentiality Disclosure Agreements, Clinical Trial Agreements, protocols, informed consent forms, budgets, and related study documents.
• Ability to compile Key Performance Indicators and support data-driven decision making.
• Interest in contributing to process improvement and program centralization initiatives.

Work Environment

This position is offered in a hybrid work environment. The role initially requires on-site presence one day per week, with the potential to increase to up to four days per week in the office as the role transitions to a permanent arrangement. Work involves frequent use of digital tools and systems, including Outlook for shared inbox and calendar management, a Clinical Trials Management System (CTMS) for trial oversight, and EPIC for clinical and billing data review and reconciliation. The environment is collaborative and data-driven, with regular interaction across research services, finance, regulatory, and clinical teams. Standard professional office attire is expected when working on site.

Job Type & Location

This is a Contract to Hire position based out of Anaheim, CA.

Pay And Benefits

The pay range for this position is $30.00 - $31.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision Critical Illness, Accident, and Hospital 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available Life Insurance (Voluntary Life & AD&D for the employee and dependents) Short and long-term disability Health Spending Account (HSA) Transportation benefits Employee Assistance Program Time Off/Leave (PTO, Vacation or Sick Leave)

Job Type & Location

This is a Contract to Hire position based out of Anaheim, CA.

Application Deadline

This position is anticipated to close on Nov 24, 2026.

Workplace Type

This is a hybrid position in Anaheim,CA.

About Actalent

Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 20,000 consultants and 5,000 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500. We are proud to be an Engineering News-Record (ENR) Top 500 Design Firm for our engineering design services and a ClearlyRated Best of Staffing® winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [e-mail] for other accommodation options.

San Francisco Fair Chance Ordinance:

Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector:

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI):

We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.