Finance and Administration Coordinator

Finance and Administration Coordinator Department: Operations / Finance / HR Reports To: CEO and COO Location: Remote, with preference for candidates able to attend hybrid on-site days in the Greater Toronto Area Position Summary The Finance and Administration Coordinator supports the financial, administrative, and HR operations of ClinSurge Research's clinical trial portfolio. This role is responsible for maintaining accurate CTMS study records, managing study invoicing and participant stipend processes, reviewing and processing investigator payments, running payroll and maintaining employee profiles, tracking staff onboarding/offboarding, and providing administrative and recruitment support across the organization. The ideal candidate is detail-oriented, comfortable working with financial data and clinical systems, and able to manage multiple studies and deadlines simultaneously. Key Responsibilities CTMS & Study Financial Setup Build and maintain study records within the Clinical Trial Management System (CTMS), including budgets, visit schedules, and payment milestones Ensure CTMS data accuracy and consistency across active studies Update study builds as protocol amendments or contract changes occur Study Invoicing Prepare and submit study invoices to sponsors/CROs in accordance with contract terms and payment schedules Track invoice status, follow up on outstanding payments, and reconcile discrepancies Maintain organized records of invoicing history per study Participant Stipend Payments Process participant stipend and reimbursement payments accurately and on schedule Track stipend payment logs per study and ensure compliance with protocol-specified payment terms Address participant payment inquiries in coordination with clinical staff Investigator Payments Review and process payments to principal investigators and sub-investigators Verify payment amounts against contracted rates and completed milestones/visits Maintain investigator payment records and support audit-readiness HR Support Functions Manage and run payroll and maintain employee profiles within QuickBooks Track staff onboarding and offboarding items, ensuring required steps and documentation are completed on schedule Provide support with staff recruitment activities as needed Other Administrative Support Assist with drafting source document templates and related study documentation Support updates to administrative forms and internal templates Support AI-driven workflow updates and process improvements across the administrative function Provide general administrative support to the operations and clinical teams as needed Qualifications & Experience Required 2+ years of experience in an administrative, finance, or coordinator role, preferably within clinical research, healthcare, or a related field Experience with AI tool build-out or implementation (e.g., configuring or deploying AI-assisted workflows/tools) Project management experience; ability to independently manage timelines and competing priorities across multiple studies Strong attention to detail and organizational skills Comfortable working with budgets, invoices, and payment tracking Proficient in Microsoft Excel/Office, QuickBooks (including payroll and employee profile management), and Claude Enterprise Experience supporting onboarding/offboarding processes and general HR administration an asset Strong written and verbal communication skills Comfortable working remotely with reliable availability for occasional on-site collaboration in the GTA Preferred Diploma or degree in Finance, Business Administration, or a related field Familiarity with CTMS platforms and clinical trial financial workflows Experience with other clinical study management software Core Competencies High attention to detail and analytical rigor Discretion around confidential financial and participant information Ability to balance multiple studies and competing priorities Professional judgment and integrity Adaptability to evolving tools and workflows

The Finance and Administration Coordinator manages financial, administrative, and HR operations for clinical trial portfolios, including CTMS record maintenance and investigator payments. The role also oversees payroll, staff onboarding, and provides administrative support to operations and clinical teams.

Candidates must have at least 2 years of experience in administrative, finance, or coordinator roles, preferably within clinical research or healthcare. Proficiency in QuickBooks, Microsoft Office, and experience with AI tool implementation are required, along with strong organizational and communication skills.

• Microsoft ExcelSouhaitée
• Gestion de projetSouhaitée

Relevées dans la description du poste. Confirmez les exigences importantes ci-dessus.

• Financial management
• Clinical trial management systems
• Invoicing
• Payroll management
• Human resources support
• QuickBooks
• Microsoft Excel
• Project management
• Data accuracy
• Recruitment support
• Administrative support
• Claude Enterprise
• AI workflow implementation
• Budgeting
• Communication skills
• Administrative Support
• Workflow Management
• Organizational Skills
• HR Operations
• Research
• Adaptability
• Artificial Intelligence
• Auditing
• Business Administration
• Management
• Clinical Research
• Clinical Trials
• Clinical Systems And Networks
• Clinical Trial Management Systems
• Finance
• Financial Data
• Project Management Software
• Project Management
• Milestones (Project Management)
• Operations
• QuickBooks (Accounting Software)
• Telecommuting
• Source Document
• Timelines
• Verbal Communication Skills
• Process Improvement
• Templates
• Coordinating
• Detail Oriented
• Claude AI

• Finance & Accounting
• Administrative
• Healthcare
• Human Resources
• Science & Research
• Finance and Administration Coordinator
• Administrative Supervisor
• Office Supervisors
• First-Line Supervisors of Office and Administrative Support Workers

Formation minimale

Baccalauréat

Expérience minimale

2+ ans

Postuler avant le

10 nov. 2026

Langue de l’offre

anglais

Heures de travail

40 heures par semaine

Exigences de lieu

Country, CA