Project Management Assistant

**Overview**

**Probity Medical Research (PMR)** provides support services to clinical research sites from our head office in Waterloo, Ontario, Canada.
We are a rapidly growing company focused on service and committed to advancing clinical research. PMR is an equal-opportunity employer offering competitive wages, healthcare benefits, and an inclusive environment.

Applicants should have a pleasant disposition, impeccable attention to detail, and strong organizational skills.

While this role may offer flexibility with remote work, all applicants must be available and willing to report on-site as needed. On-site presence may not be a regular requirement but is essential for specific tasks, meetings, or events.

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

**Responsibilities and DutiesCommunication and Liaison**
- Collaborate with team members and provide support with their studies as needed.
- Regularly communicate project milestones, issues, study status, and progress updates with the Team Lead.
- Serve as the primary contact for sites and sponsors to provide support, study updates, resolve issues, and facilitate smooth communication between stakeholders.
- Effectively communicate and distribute pertinent information to other teams and departments to ensure timely and accurate task completion, aligned with project deadlines and objectives.
- Publish study announcements and study tasks on **Portico** to inform sites about site activation, protocol amendments, ICFs/IAFs, revised source documents, and other relevant updates.

**Administrative Support and Coordination**
- Coordinate completion of regulatory documents, site start-up tasks, and approvals to ensure timely site/study activation.
- Coordinate completion of site/study maintenance tasks, including renewals, modifications/amendments, and study termination requests.
- Upload documents to Portico, ensuring proper categorization for efficient retrieval and compliance with organizational protocols.

**Task Management and Organization**
- Track and monitor project schedules, tasks, and key milestones using internal tools, providing regular progress updates to stakeholders to ensure timely task completion.
- Ensure study correspondence is saved accurately and promptly in designated libraries to support audit readiness.
- Maintain the Portico library for studies and Study Management Forms for both site and internal department reference.

**Documentation and Reporting**
- Support sites in drafting Note to Files, ensuring accuracy and compliance with regulatory requirements.
- Assist and advise sites in addressing monitor queries and sponsor audits to ensure timely resolution and sponsor satisfaction.
- Provide guidance on protocol deviation and adverse event reporting to ensure proper documentation and compliance.
- Prepare and maintain enrollment graphs to analyze recruitment goals and trends, supporting data-driven decision-making to optimize study performance.

**Miscellaneous**
- Perform other duties and ad hoc assignments, such as approving invoices related to Ethics Committee fees.

**Skills**
- Attention to detail
- Excellent communication skills (oral and written)
- Strong organizational and prioritization skills
- Effective time management
- Proficiency in Microsoft Office
- Ability to work independently and as part of a team
- Adaptable and flexible
- Collaborative mindset
- Strong problem-solving skills
- Creative and innovative thinking
- Confident decision-making abilities

**Qualifications and Requirements**
- A bachelor’s degree in Health or Life Sciences, Business Administration, Project Management, or a related field
- 1-2 years of similar work experience (an asset)
- Experience in science or clinical trials is preferred but not mandatory
- Self-starter with a positive attitude, capable of taking initiative and working with mínimal supervision
- Enjoys administrative work and is comfortable with consistent desk-based computer use across multiple platforms and documentation systems

**Working Conditions**
- Manual dexterity is required to use desktop computers and peripherals.
- Ability to manage multiple tasks/projects simultaneously and meet tight deadlines, which may occasionally result in mental fatigue.

**Job Types**: Full-time, Permanent

Pay: From $23.00 per hour

Expected hours: No less than 40 per week

**Benefits**:

- Casual dress
- Dental care
- Flexible schedule
- On-site gym
- On-site parking
- Vision care
- Work from home

Schedule:

- 8 hour shift
- Day shift
- Monday to Friday

Application question(s):

- Are you currently enrolled in or attending a university or college program, or do you have plans to pursue further education within the next one to two years?
- Are you located in Waterloo Region or capable of commuting to the office for training and onsite meetings when required with a minimum of 24 hours' notice?

**Education**:

- AEC / DEP or Skill