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