Budget & Contract Administrative Assistant

**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 & Duties**

**Budget Management**
- Ensure accurate and compliant budget documentation by developing and maintaining Excel-based budget tracking tools aligned with internal policies and risk frameworks.
- Enhance budget accuracy by gathering and verifying study research center details before populating budget documents.
- Review and compare budget documents for accuracy, ensuring alignment with budget team input.
- Track budget changes and amendments throughout the study lifecycle.
- Support financial forecasting and cost analysis related to study budgets.

**Contract and Agreement Administration**
- Minimize contractual risks and ensure financial alignment by supporting the review, drafting, and finalization of contract budget terms in collaboration with legal and compliance teams.
- Maintain an up-to-date contract tracking system to monitor contract status, renewals, amendments, and key deadlines.
- Coordinate contract execution, ensuring all necessary approvals and signatures are obtained (via electronic platforms like DocuSign, FoxIt, or physical copies).
- Ensure contract terms align with finalized budget documents and payment schedules.
- Support negotiations with external sponsors and clinical research organizations regarding budgetary and contractual matters.

**Payment and Financial Tracking**
- Support financial integrity by reconciling payments with financial records and proactively identifying discrepancies.
- Update and revise tracking logs based on amendments to budget documents.
- Coordinate with finance and accounting teams for timely payments and budget reconciliations.

**Communication and Collaboration**
- Enhance cross-functional collaboration by serving as a liaison between the budget/contract and payment teams, ensuring seamless financial operations.
- Facilitate faster budget approvals and contract negotiations through professional and timely communication with external sponsors, CROs, and research centers.
- Serve as a point of contact for internal stakeholders regarding budget and contract-related inquiries.

**Workflow and Process Improvement**
- Reduce processing time and improve accuracy by identifying inefficiencies and contributing to streamlined workflows for budget negotiations and contract management.
- Recommend efficiency improvements in budget tracking, contract execution, and financial reporting.
- Implement best practices for managing contract and budget documentation.

**Filing and Record Maintenance**
- Ensure audit readiness and compliance by maintaining a structured electronic filing system that meets legal and regulatory requirements.
- Maintain an up-to-date list of studies requiring payment programming.
- 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.

**Qualifications and Requirements**
- A bachelor’s degree or college diploma in Finance, Business Administration, Accounting, Economics, Life Sciences, or a related field (or equivalent experience).
- Self-starter with the ability to take initiative and work independently.
- Comfortable with administrative work; consistently working at a desk using a computer to manage multiple documentation platforms and resources.
- Excellent organizational, interpersonal, communication, and computer skills.
- Advanced proficiency in Microsoft Office, especially Outlook, Word, and Excel, with strong formatting and document preparation skills.
- High proficiency in writing and editing, with a strong focus on accuracy and attention to detail.
- Familiarity with Adobe and other PDF software.
- Ability to quickly learn company software systems.
- Experience handling and preparing confidential and sensitive documents.
- Strong critical thinking, logic, and analytical reasoning skills.

**Skills**
- MS Office proficiency, particularly Excel
- Attention to detail
- Excellent written and oral communication
- Strong organizational and prioritization skills
- Effective time management
- Independent and team-oriented work ethic
- Adaptable and flexible
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