Job Overview:

Our client is seeking a highly organized and detail-oriented Clinical Trial Assistant to support day-to-day clinical trial operations, with a significant focus on site financial administration. This is not a purely administrative role; our client is looking for someone with hands-on experience working on the financial side of clinical trials who can take ownership of ensuring the site is accurately invoiced, properly reimbursed, and paid on time for the work it performs. The successful candidate will support multiple studies across site finances, trial coordination, regulatory administration, and study documentation while maintaining a high level of accuracy and compliance.

Schedule: Monday to Friday, flexible hours aligned with Australian Business Hours; Part-time, 20 work hours per week

Responsibilities:

• Maintain accurate financial trackers for active studies, including completed visits, procedures, invoiceable items, pass-through costs, and governance fees.
• Reconcile sponsor and CRO remittances against per-patient payment schedules, identifying and following up on underpayments, missed milestones, and payment discrepancies.
• Prepare and submit invoices for unscheduled visits, screen failures, protocol amendments, storage, and other study-related costs.
• Support clinical trial budget reviews, negotiations, participant reimbursements, and monthly aged receivables reporting.
• Coordinate participant scheduling, visit preparation, logistics, and day-to-day operations across multiple concurrent clinical trials.
• Prepare source documents and complete Electronic Data Capture (EDC) entries within sponsor-defined timelines.
• Maintain the Investigator Site File (ISF), IP accountability records, temperature logs, and laboratory kit inventory.
• Support sample processing, storage, courier dispatch, query resolution, and audit or monitoring visit preparations.
• Assist with ethics and governance submissions, amendments, safety reporting, and annual progress reports.
• Maintain delegation logs, training records, CVs, and site credentialing documentation in full regulatory compliance.
• Act as the primary administrative point of contact for sponsors, CROs, and clinical trial monitors.
• Assist with feasibility questionnaires, site selection responses, and general administrative support across active trials.

Requirements:

• Previous experience working at a clinical trial site, CRO, or sponsor in an assistant, coordinator, or clinical trial administration role.
• Demonstrated experience with clinical trial site finances, including budget schedules, invoicing, payment reconciliation, or receivables tracking.
• Working knowledge of ICH-GCP and the NHMRC National Statement.
• Strong Excel skills, with the ability to build and maintain detailed tracking spreadsheets.
• Meticulous attention to detail and the ability to reconcile information across multiple systems and records.
• Confident communicating directly with sponsors, CROs, and clinical trial monitors.
• Strong organizational and time-management skills.
• Ability to manage competing priorities across multiple concurrent studies.
• Excellent written and verbal English communication skills.
• Ability to work independently and take ownership of assigned responsibilities.

Preferred Qualifications:

• Experience with the Medicines Australia standard Clinical Trial Research Agreement (CTRA) and associated budget schedules.
• Familiarity with Clinical Trial Management Systems (CTMS) and common Electronic Data Capture (EDC) systems.
• Background in health sciences, nursing, pharmacy, clinical research, or a related discipline.
• Experience with practice management software and medical billing systems.
• Experience supporting financial negotiations between clinical trial sites, sponsors, and CROs.

Independent Contractor Perks:

• Permanent work from home
• Immediate hiring

Note:

Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.

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