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

- Qualified judgment and integrity

- Adaptability to evolving tools and workflows

📌 Finance and Administration Coordinator (Toronto)
🏢 ClinSurge Research
📍 Toronto