Research Admin Coordinator - Clinical Cancer Research Unit - London Health Sciences Centre Research Institute

Posting Period

Open:           May 15, 2025

Deadline:      May 22, 2025

Non-Union

Job Summary

At London Health Sciences Centre Research Institute (LHSCRI), our teams pioneer discoveries that transform the health of adult and paediatric patients around the world. As the research institute of London Health Sciences Centre (LHSC), we conduct research where patient care is delivered, working alongside patients, families, health-care providers and academic partners like Western University. We are leaders in advancing the understanding, diagnosis, treatment and management of diseases and health conditions through a diverse research program that ranges from laboratory-based science to clinical trials. Our research has a global impact as we build on LHSC's 150-year legacy of health innovation and drive forward medical breakthroughs that make a difference in the lives of patients and their families. 

This role will primarily be responsible for the coordination of clinical trial activation. The Trial Activation Coordinator (TAC) oversees all administrative activities related to new clinical trial activations within the Clinical Cancer Research Unit. The position collaborates with the Principal Investigator (PI), London Health Science Centre Research Institute (Contracts and Finance Teams), the Clinical Cancer Research Unit (CCRU) staff, sponsors, clinical research organizations, internal hospital departments, local primary coordinator, Clinical Research Impact Committee (CRIC) members and other cancer centers (where applicable) during the start-up period of a clinical trial.

Rate of Pay:           $29.93 - $37.41

Hours of Work:      37.5 hours per week

Duration:               12 months, with possibility for renewal

Teaching, Learning and Research 

London Health Sciences Centre is proudly one of Canada's largest acute-care teaching and research hospitals. LHSC has an unwavering commitment to lifelong learning, with education agreements in collaboration with over 55 schools, hospitals, and community agencies from across Ontario, Canada and internationally; among our many education partners, our three regional partners are Western University, Fanshawe College, and Thames Valley District School Board. LHSC provides students with a place that they can learn and discover knowledge and skills to take them forward in their careers as health care professionals. Approximately 2,900 Nursing, Health and other students ranging from secondary school to university graduate level programs receive training at LHSC every year. As an employee of LHSC, you will be expected to engage in role-related teaching, professional development, and research activities in addition to standard position duties and responsibilities. 

Responsibilities and Accountabilities: 

• Coordinate and manage study start-up activities:
• Ensure receipt of all necessary start-up documents from study sponsors, including protocols, case report forms, budgets, contracts, Health Canada approvals, IBs/PMs, and participant materials.
• Review research protocols and extract key information to complete internal and external applications required for study start-up.
• Submit applications to hospital systems and external approval committees, and address queries by liaising with sponsors and stakeholders.
• Manage start-up milestones, implement process improvements, and ensure all materials and approvals are in place before study activation
• Facilitate stakeholder engagement and regulatory compliance:
• Coordinate completion and transmission of confidentiality agreements and regulatory documents with physicians, study staff, internal departments, and oversight committees.
• Work with CCRU Ethics Coordinator on REB submissions and inter-departmental credentialing/test case completion (e.g., surgical, imaging).
• Support study feasibility and site selection processes:
• Coordinate physician input for site feasibility surveys.
• Conduct pre-site selection visits with sponsors, engaging hospital stakeholders to assess readiness and capabilities.
• Lead communication and documentation efforts:
• Schedule and facilitate meetings, create agendas, and take minutes to ensure effective communication and documentation.
• Organize and lead site activation meetings with all relevant parties.
• Oversee contracts, budgets, and clinical trial systems:
• Liaise with the management team, CCRU, and sponsors to facilitate budget negotiations, contract reviews, approvals, and executions.
• Maintain accurate documentation and milestone data in the EDGE Clinical Trial Management System.
• Coordinate external funding and network applications:
• Complete or facilitate Cancer Care Ontario and 3CTN portfolio applications, ensuring alignment with program requirements and fostering collaboration.

Qualifications

• Minimum: Undergraduate degree - 4 years (Medical and Scientific Terminology, Health Sciences)
• Preferred: Certified by the Society of Clinical Research Associates (SOCRA) or the Association of Clinical Research Professionals (ACRP).
• Experience in clinical trials start-up and close-out procedures
• Knowledge of regulatory document requirements for clinical trials initiation
• Experience with ReDA and LORA applications.
• Good Clinical Practice, Health Canada Division 5, and Tri-Council Policy trainings
• Familiarity with Clinicaltrials.gov protocol registration and results system
• Familiarity with Cerner Powerchart Protocol Office Manager
• Familiarity with Sponsor software systems (ex. SIP, CCTG RIPPLE, NCI RCR, CTSU, Drug Dev, ERT)
• Excellent Organizational/Time Management skills
• Initiative and Resourcefulness
• Ability to work independently

Has your experience been obtained through alternative pathways? LHSC acknowledges that skills, education and lived experience come in many forms and may have been developed differently from those listed in the job posting. Although LHSC has discretion in determining whether a candidate meets the qualifications and licensing requirements, we welcome applications from those with different experiences who may not meet every requirement listed. Tell us your story and apply today with your resume! 

We are committed to providing a safe, healthy and inclusive work environment that inspires respect. LHSC is committed to employment equity and diversity in the workplace and welcomes applications from equity-denied groups including Indigenous people, racialized people, women, persons with disabilities, and 2SLGBTQIA+ persons. LHSC is also committed to ensuring an accessible and inclusive recruitment process. Upon individual request, we will endeavor to remove any barrier to the hiring process to reasonably accommodate candidates, including those with disabilities, while maintaining a fair, consistent and equitable recruitment approach. Should any applicant require accommodation through the application, interview or selection processes, please contact Recruitment Services at 519-685-8500, extension #34321 or recruitment@lhsc.on.ca . 

As part of the selection process applicants may be required to complete an examination or test. Please be advised that a reference check may be conducted as part of the selection process. 

Your interest in this opportunity is appreciated. Only those applicants selected for an interview will be contacted. Successful candidates, as a condition of job offer, would be required to provide a satisfactory police information check (original document) completed in the last 6 months. 

Work/Study Permit

Please be advised, if you are seeking employment on a temporary work or study permit we recommend reviewing work permit restrictions as it applies to healthcare organizations in Canada. As per the Government of Canada, LHSC is considered a hospital/healthcare organization, even if an employee is functioning in a non-patient facing role. Individuals on a work or study permit seeking employment in this sector may be required to complete additional steps in the process, including but not limited to a medical exam, which may also apply to employees looking to renew their work permits. It is the employee's accountability to ensure they are adhering to their specific work permit restrictions, and we encourage all candidates and LHSC employees to be proactive and review restrictions as soon as possible as it could be a lengthy process. 

Immunization Requirements:  

Before beginning employment at LHSC, all new hires must provide documentation related to LHSC's Health Review requirements. For more information and a detailed list of requirements, please visit Health Review Requirements | LHSC.