Budget & Contract Administrative Assistant

Based in Waterloo, Ontario, Probity Medical Research (PMR) is a Canadian organization supporting the advancement of clinical research by partnering with research sites, pharmaceutical companies, and contract research organizations. Through our specialized administrative services, we help clinical research teams deliver studies that contribute to the development of new treatments and therapies.

At PMR, employees have the opportunity to contribute to meaningful work while developing specialized knowledge within the clinical research industry. Our teams collaborate across departments and with external partners, providing employees with exposure to a variety of projects, stakeholders, and opportunities to expand their skills. As a growing organization, we value individuals who are eager to learn, contribute ideas, and help improve the way we work.

We are committed to creating a supportive and inclusive workplace where employees can build their expertise, take ownership of their work, and grow alongside the organization.

PMR is an equal opportunity employer committed to providing a respectful and inclusive workplace. We offer a benefits program and an opportunity to build specialized experience within the clinical research industry while contributing to the continued success and growth of our organization.

The Budget & Contract Administration Assistant supports the administration and coordination of clinical trial budgets, contracts, and financial tracking throughout the study lifecycle. Working closely with the Budget, Contract, Payment, Finance, and Project Management teams, this role helps ensure budget and contract documentation is accurate, complete, and aligned while maintaining organized records and supporting timely study startup and payment activities.

The role is responsible for assisting with budget preparation, contract administration, payment tracking, document management, and cross-functional communication to promote operational efficiency, financial accuracy, and regulatory compliance. By maintaining tracking tools, coordinating documentation, supporting sponsor communications, and identifying opportunities to improve administrative processes, the Budget & Contract Administration Assistant contributes to the smooth execution of study financial operations and the successful delivery of clinical research projects.

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

Budget Administration

• Maintain and update budget team trackers, databases, and internal records, including site-specific cost information, site contacts, and other study documentation.
• Store budget-related documents within the company's document management systems, ensuring records are complete, accurate, and up to date.
• Perform quality control reviews of budgets (i.e., compare for accuracy relative to lead site or to previous study, etc.).
• Assist with the development and maintenance of budget team written procedures and templates.

Contract Administration

• Minimize contractual risks by supporting the review, drafting, and finalization of contract documents in collaboration with the contracts team.
• Increase operational efficiency and contract compliance by maintaining an up-to-date contract tracking system that monitors contract status, amendments, and key dates.
• Coordinate contract execution, ensuring all necessary approvals and signatures are obtained (via electronic platforms like Docu Sign, Fox It, or physical copies).
• Ensure final contract documents align with finalized budget documents and payment schedules.
• Assist with the development and maintenance of contract team written procedures and templates.

Payment Administration

• Assist with the preparation and completion of payment, banking, and tax forms and liaise with the Finance Team regarding payment set-up and related inquiries, as required.

Communication & Collaboration

• Support the budget and contract process by coordinating internal reviews, facilitating the collection of required approvals and signatures, and communicating with relevant stakeholders to ensure timely document completion.
• Serve as a…