Primary Purpose: 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.

Nature of Work: 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.

Accountabilities:

• 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 participant visits, including scheduling appointments and ensuring compliance with protocol requirements.
• Provide administrative support for the preparation and submission of regulatory documents to Research Ethics Boards (REBs) and other regulatory agencies.
• Maintain regulatory document tracking systems to ensure completeness, accuracy, and audit readiness and apply standardized document handling procedures (e.g., formatting, stamping, version control).
• Print, organize, and distribute Research Ethics Board submissions, approvals, amendments, renewals, and closures.
• Assist with the coordination of research team meetings, including agenda preparation, minutes taking, and action item follow-up.
• Serve as a liaison between research staff, study participants, sponsors, and external stakeholders to facilitate communication and address inquiries or concerns.
• Support financial management activities related to clinical trials, including processing reimbursements, tracking expenses, and assisting with budget management.
• Oversee supplies, equipment, and space readiness by maintaining inventory and coordinating ordering of office, clinical, and research supplies; tracking equipment assets; coordinating maintenance, calibration, and repairs; maintaining current calibration logs; and supporting the organization and preparedness of patient care and research spaces.
• Provide timely and effective management of the schedule and associated logistics for the Vice-Dean Research, Clinical, Health Sciences, and Population Health as necessary.

Qualifications

Education: A bachelor's degree in a relevant field such as healthcare administration, life sciences, or a related discipline.

Experience: Previous experience in administrative support roles with experience supporting document control, tracking systems, or regulatory processes in a healthcare, research, or academic environment is preferred. Strong organizational skills with the ability to prioritize tasks and manage multiple priorities effectively. Excellent attention to detail in document control and compliance-related tasks and an ability to follow standardized processes and ensure consistency across documentation and workflows. Proficiency in using Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and electronic document management systems. Effective communication skills, both verbal and written, with the ability to interact professionally with diverse stakeholders. Knowledge of regulatory requirements and ethical principles governing clinical research preferred. Ability to work independently with minimal supervision and collaborate effectively within a team environment. Flexibility and adaptability to respond to changing priorities and deadlines in a dynamic research environment.

Department: Clinical Trial Support Unit
Status: Term 2 years with the possibility of extension or becoming permanent
Employment Group: ASPA
Shift: Mon-Fri, 8:00-4:30pm
Full Time Equivalent (FTE): 1.0
Salary: The salary range, based on 1.0 FTE, is $53,091.00 - 82,954.00 per annum. The starting salary will be commensurate with education and experience.
Salary Family (if applicable): Specialist Professional
Salary Phase/Band: Phase 1
Posted Date: 9/18/2026
Closing Date: 10/2/2026 at 6:00 pm CST
Number of Openings: 1
Work Location: On Campus

The University of Saskatchewan aspires to be what the world needs and embraces equity, diversity and inclusion as foundational to excellence and innovation. We actively seek to create a welcoming environment where all individuals feel empowered to thrive, contribute, and grow. Applications from equity-deserving groups are encouraged as part of our ongoing efforts to reflect the diversity of the communities we serve: EDI Framework for Action.
We continue to grow our partnerships with Indigenous communities across the province, nationally, and internationally and value the unique perspective that Indigenous employees provide to strengthen these relationships. Verification of Indigenous Membership/Citizenship at the University of Saskatchewan is led and determined by the deybwewin | taapwaywin | tapwewin: Indigenous Truth policy and the Standing Committee in accordance with the processes developed to enact the policy. Successful candidates that assert Indigenous membership/citizenship will be asked to complete the verification process of Indigenous membership/citizenship with documentation.
The University of Saskatchewan provides an accessible and inclusive workplace. Should you require support through any stage of the recruitment process, please contact us for assistance.