Based in Waterloo, Ontario, Canada Probity Medical Research (PMR) is an administrative support company that partners with clinical research sites and pharmaceutical companies to provide essential administrative services for clinical research trials.
As a rapidly growing company, we are committed to advancing clinical research through exceptional service. PMR is an equal-opportunity employer, offering competitive wages, healthcare benefits, and an inclusive work environment
PMR is looking for a candidate for our Budget & Contract team in the role of Budget Team Lead.
The Budget Team negotiates clinical trial budgets on behalf of Probity based clinical trial sites to maximize study profitability. Reporting to the Chief Financial Officer, the Budget Team Lead is responsible for the oversight of the Budget Team providing leadership, oversight, and direction to the team’s members. The Team Lead must cultivate and sustain effective communication with sites, study sponsors, and internal teams to minimize budget processing time.
While this role may offer flexibility with remote work, all applicants must be available and willing to report on-site as needed. Being on-site may not be a regular requirement but is essential for certain tasks, meetings, or events that may arise.
Application Directions: Interested applicants are required to apply with a formatted WORD or PDF resume.
We thank all applicants for their interest; however, only those selected for further consideration will be contacted.
Job Responsibilities and Duties
Operational Responsibilities
- Oversee daily Budget Team operations and direct team tasks.
- Lead budget negotiations with clinical trial sponsors and partners.
- Review and process budget amendments for studies.
- Maintain high degree of organizational skills to ensure smooth and efficient daily budget operations.
- Apply strong negotiating skills to secure favorable study budget allocations.
- Disseminate finalized budget information and subject compensation language to relevant departments (e.g., Accounting, Study Department, Advertising Team).
- Review and monitor active sites and upcoming projects in team KPI tracker.
- Update KPI tracker to ensure accuracy and workload visibility.
- Prioritize workload based on site activation timelines and project volume; collaborate with internal teams to ensure timely budget delivery and study startup.
- Analyze budget trends across studies to identify areas for standardization, cost optimization, or process improvement.
- Coordinate with Contract team to ensure budget alignment where applicable.
- Identify and escalate study budget concerns or negotiation barriers to the leadership team to ensure timely resolution and study progress.
Team Leadership & Development
- Serve as the primary point of contact for Budget team members; provide day-to-day oversight and direction.
- Lead team meetings, one-on-one check-ins, and performance reviews.
- Motivate the team to meet individual, departmental, and organizational goals.
- Foster an open, inclusive, and collaborative team culture with strong communication.
- Encourage innovation, creativity, and appropriate risk-taking.
- Delegate responsibilities effectively and set clear expectations and deadlines.
- Monitor team performance using established KPIs and address issues proactively.
- Collaborate in planning and delivering training to support team development.
- Define and implement team goals and timelines aligned with department objectives.
- Develop and maintain performance metrics to assess team output and efficiency.
- Conduct annual and probationary reviews; escalate concerns as needed.
- Drive departmental success by cultivating a high-performing, solutions-focused team.
- Continuously refine metrics to improve visibility into team performance and impact.
Stakeholder & Cross-Functional Collaboration
- Act as a key point of contact for site escalations and budget related queries.
- Collaborate with internal and external stakeholders to resolve budget issues efficiently.
- Partner with senior team members to improve and refine team processes.
- Engage with leadership to propose and discuss process improvement initiatives.
- Represent the team in cross-functional meetings and leadership presentations.
Skills
- Attention to detail
- Excellent communication skills (oral and written)
- Strong organizational and prioritization skills
- Ability to multitask with strong time management skills
- Ability to work independently and be a team player
- Adaptable/flexible
- Collaborative
- Solid problem-solving skills
- Creative and innovative thinking
- Decision making
- Empathy & emotional awareness
Qualifications
- A bachelor’s degree in business administration, Finance, Legal Studies, Clinical Research, or a related field is required.
- 3-5 years experience in budget and contract management within the clinical research or healthcare industry.
- Proven leadership or supervisory experience.
- Experience in negotiating clinical trial budgets and contracts with sponsors or CRO’s is required.
- Experience with contract management systems or clinical trial management systems (CTMS) is an asset.
- Ability to analyze, track, and report on performance and operational metrics.
- Proficient in Microsoft Office (especially Excel, Word)
- Excellent organizational, communication, and interpersonal skills.
- Strong analytical thinking, attention to detail, and ability to manage multiple priorities.
- Ability to lead and motivate teams, resolve issues, and drive process improvement.
- Comfortable presenting to internal leadership and external stakeholders.
- Commitment to compliance, confidentiality, and cross-functional collaboration.
Working Environment
Each department has their own training requirements for in-office, hybrid or remote. Generally most positions will be eligible for a hybrid training schedule or remote. Home office setup requirements include a secure and reliable internet connection, an additional monitor, ergonomic workspace and privacy. This is an option, as staff can choose to work full-time from our office.
- Manual dexterity is required to use desktop computer and peripherals.
- Mental Demands: Manage multiple tasks/projects simultaneously and be able to work within tight deadlines for task completion, which may cause mental fatigue
Job Types: Full-time, Permanent
Pay: From $40.00 per hour
Expected hours: 40 per week
Benefits:
- Casual dress
- Company events
- Extended health care
- Flexible schedule
- On-site gym
- On-site parking
- Paid time off
- Work from home
Schedule:
- 8 hour shift
- Day shift
- Monday to Friday
- No weekends
Application question(s):
- Are you capable to commute to the Waterloo office as needed for orientation, training and onsite meetings when required with a minimum of 24 hours notice?
Education:
- Bachelor's Degree (required)
Experience:
- Budget Management: 3 years (required)
Work Location: Hybrid remote in Waterloo, ON N2J 1C4
