Site Management Associate I

Clinical Trial Coordinator - Regulatory (w/payments) - Montreal

ICON plc is a world-leading healthcare intelligence and clinical research organization. We’re proud to foster an inclusive environment driving innovation and excellence, and we welcome you to join us on our mission to shape the future of clinical development.

What you will be doing:

Trial and site administration:

• Tracking (e.g. essential documents) and reporting [e.g, Safety  Reports)

• Ensure collation and distribution  of study tools and documents

• Update clinical trial databases (CTMS) and trackers

• Clinical supply & non-clinical supply management, in Collaboration with other country roles

• Manage Labeling requirements and coordinate/sign translation change request

Document management:

• Prepare documents and correspondence

• Collate, distribute/ship, and archive clinical documents

• Assist with eTMF  reconciliation

• Updating  manuals/documents (e.g.,  patient diaries, instructions)

• Document proper destruction  of clinical supplies.

• Prepare Investigator trial file binders

• Execute eTMF Quality Control Plan

• Obtain  translations of documents

Regulatory & Site Start-Up responsibilities:

• In a timely manner, provide to and collect from investigators forms/lists for site evaluation/validation, site start-up and submissions

• Obtain, track and update study insurance certificates

• Support preparation of submission package for IRB/ERC and support regulatory agencies submissions.

• Publish study results for GCTO and RA where required per local legislation

Budgeting, Agreement and Payments: Collaborate with finance/budgeting representatives for

• Develop country and site budgets (including Split site budget)

• Tracking, and reporting of negotiations

• Maintenance of tracking tools

• Contract development, negotiation, approval and maintenance (e.g. CTRAs)

• Update and maintain contract; templates (in cooperation with Legal Department)

• Payment calculation  and execution (investigators,  vendors, grants)

• Ensure compliance with financial procedures

• Monitor and track adherence and disclosures,

• Budget closeout.

Meeting Planning:

• Organize meetings (create & track study memos/letters/protocols)

• Support local investigator meetings (invitations, prepare materials, select venue, support vendor where applicable)

What you need to have:

• B.A./B.S. (Life Science preferred) or equivalent healthcare experience

• Minimum 1-2 years in Clinical Research or relevant healthcare experience

• Must have site payments experience. 

• Fluent in Local Languages and business proficient in English (verbal and written} and excellent communication skills

• Must be bilingual in French

• Good understanding of Global; Country/Regional Clinical Research Guidelines and ability to work within these guidelines.

• Hands on knowledge of Good Documentation Practices

• Good IT skills (Use of MS office, use of some clinical IT applications on computer) and ability to adapt to new IT applications; Strong MS Excel skills required.

• ICH-GCP Knowledge appropriate to role

• Effective time management, organizational and interpersonal skills, conflict management

• Effective communication with external customers (e.g. sites and investigators)

• High sense of accountability/ urgency. Ability to set priorities and handle multiple tasks simultaneously in a changing environment

• Works effectively in a matrix multicultural environment. Ability to establish and maintain culturally sensitive working relationships.

• Demonstrates commitment to Customer focus.

• Able to work independently

• Proactive attitude to solving problems/ proposing solution

• Must be able to go on site to sponsor office 2 days a week in Kirkland

• Eligible to work in Canada without visa sponsorship

What ICON can offer you:
Our success depends on the quality of our people. That’s why we’ve made it a priority to build a diverse culture that rewards high performance and nurtures talent.

In addition to your competitive salary, ICON offers a range of additional benefits. Our benefits are designed to be competitive within each country and are focused on well-being and work life balance opportunities for you and your family.

Our benefits examples include:

• Various annual leave entitlements
• A range of health insurance offerings to suit you and your family’s needs.
• Competitive retirement planning offerings to maximize savings and plan with confidence for the years ahead.
• Global Employee Assistance Programme, LifeWorks, offering 24-hour access to a global network of over 80,000 independent specialized professionals who are there to support you and your family’s well-being.
• Life assurance
• Flexible country-specific optional benefits, including childcare vouchers, bike purchase schemes, discounted gym memberships, subsidized travel passes, health assessments, among others.

Visit our careers site to read more about the benefits ICON offers.

At ICON, inclusion & belonging are fundamental to our culture and values. We’re dedicated to providing an inclusive and accessible environment for all candidates. ICON is committed to providing a workplace free of discrimination and harassment. All qualified applicants will receive equal consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

If, because of a medical condition or disability, you need a reasonable accommodation for any part of the application process, or in order to perform the essential functions of a position, please let us know or submit a request here

Interested in the role, but unsure if you meet all of the requirements? We would encourage you to apply regardless – there’s every chance you’re exactly what we’re looking for here at ICON whether it is for this or other roles.

Are you a current ICON Employee? Please click here to apply