Clinical Trials Support Unit Administrative Coordinator, College of Medicine

The primary purpose of the Administrative Coordinator role within the Clinical Trials Support Unit is to provide comprehensive administrative assistance to ensure the efficient operation of clinical trial activities. This role supports the coordination and tracking of regulatory documentation, certifications, and operational processes to ensure compliance with institutional, sponsor, and regulatory requirements.

The Administrative Coordinator position involves a diverse range of administrative tasks and responsibilities essential for the smooth functioning of the Clinical Trials Support Unit. Reporting to the Director of Research with day-to-day direction from the Project Manager – Clinical Operations, this position is part of a cohesive, cross-unit team providing excellent, proactive service to our clients and the Clinical Trials team. The position is of average complexity, work must consistently meet high standards of accuracy in an environment of continuous change and frequent interruptions. Communications with internal and external audiences require strong written and verbal communication skills that demonstrate diplomacy and proactive support for College of Medicine research. This position is responsible for maintaining multiple tracking systems, coordinating regulatory documentation workflows, and supporting audit readiness through accurate and up-to-date record management. Work includes standardized processes with defined timelines (daily, weekly, monthly, and annual tasks) requiring consistent follow-up and attention to detail. There is a strong emphasis on anticipating requirements and creating solutions. Discretion is required as the position has access to highly confidential information.

• Ensure timely and accurate documentation of clinical trial activities and participant interactions.
• Facilitate effective communication and collaboration among research team members, sponsors, and collaborators.
• Maintain confidentiality and adhere to data security and privacy protocols in handling sensitive information.
• Assist with study in-take process, including but not limited to feasibility, sponsor communications and interfacing with the Projects Manager – Clinical Operations.
• Track, maintain, and ensure compliance of study personnel documentation by coordinating the collection, tracking, monitoring of expiry dates, and renewal follow‑up for all required certifications, licenses, and CVs (including TCPS2, GCP, HiREB, and biosafety).
• Oversee and maintain the Biosafety permit for Patient Care rooms.
• Develop and implement new administrative supportive processes and procedures, identifying problems, developing alternate solutions, and implementing changes.
• Contribute to the overall efficiency and effectiveness of the Clinical Trials Support Unit through proactive administrative support and collaboration with team members.
• Manage and organize documentation related to clinical trials, including regulatory documents and study protocols.
• Oversee and address all correspondence in the CTSU.admin inbox including triaging incoming study-related communications and routing to appropriate team members.
• Schedule meetings, appointments, and conference calls for research staff, sponsors, and collaborators.
• Manage the receipt, ordering, packing, and courier pick-ups for all specimen samples.
• Assist with the preparation and distribution of research materials, such as consent forms, questionnaires, and study protocols.
• Coordinate logistics for partici