Senior Project Support Specialist

Responsibilities

• Manages the meeting lifecycle including scheduling internal and external meetings, preparing, and circulating agendas, taking meeting minutes, circulating, and updating meeting minutes based on team member input, and filing meeting agendas and minutes in the Trial Master File.
• Assists with creation and maintenance of the project timeline in MS Project or similar system.

Collects updates from team members, captures and documents these updates, and ensures updates are communicated to the cross‑functional study team.

• Performs an array of activities and tasks in clinical systems applicable to their role and project scope.
• Manages study‑specific training lifecycle by collecting, tracking, and loading training materials, assigning team members to appropriate training, and documenting completion of study‑specific training in appropriate systems.

Manages the maintenance of training records and files records in the Trial Master File.

• Identifies gaps in training by reviewing team member training compliance on a defined periodic basis and engages appropriate team members to ensure training completeness.

Escalates to the Project Manager as needed.

• Establishes a study‑level Share Point site or similar shared working space and ensures appropriate access to study team, sponsors, and others as appropriate.
• Creates project‑specific email boxes and maintains appropriate access to study team members.
• Manages user access to study systems by submitting user requests to the Helpdesk or similar, by reviewing team member access on a defined periodic basis, and documenting access reviews.

Ensure rapid removal of system access for team members no longer affiliated with the study.

• Orders study supplies and addresses queries on study supplies.
• Prepares study binder materials and works with vendor to ensure proper binder creation and shipping to study sites.

Works with vendor to obtain project‑related cost estimates.

Ensures vendor quotes align with invoices for completed binders and consults directly with Project Manager to approve vendor payments.

• Maintains various study trackers as needed and directed by the Project Manager, Clinical Trial Manager, or other project leader.
• Manages the addition and removal of project team members in the finance system, including assignment of team members to specific tasks for time tracking.
• Reviews and approves weekly time reporting by team members. Identifies and escalates time reporting concerns to the Project Manager.
• With oversight by the Safety Lead, supports the distribution and tracking of IND Safety Reports/SUSARS/CIOMS according to the procedures defined by the study team in the project plan, as applicable.
• Manages the translation of site level documents, as applicable, per local and regional standards through document collection, tracking, vendor collaboration, engagement of stakeholders to evaluate translation completeness and vendor payments.
• Supports the management of project‑specific vendors by assisting with development of the Vendor Management Plan, providing vendors with project trainings and access to systems, tracking vendor issues and overseeing vendor invoicing and payments.
• Manages the preparation, distribution, and the reconciliation of study material during applicable phases of the study (Operations Manual, ISF, patient cards, etc.) as applicable.
• Supports the Project Manager with the production of various study plans, reports and updates (e. g., PM plan, country/site initiation, activation, recruitment) including preparing initial drafts, managing the collection of team member input, and finalizing content.
• Collects data and maintains monthly Key Performance Indicators (KPIs) and project health data. Circulates data to the Project Manager and internal team members as appropriate.
• Collects functional team input for the quarterly inspection readiness review.
• May support team leaders with the production of various study reports and updates (e. g., country/site initiation, activation, recruitment).
• Supports the Project Manager in the creation and maintenance of the Sponsor‑facing study story board.
• Supports the Project Manager in tracking out of scope work. Prepares, with guidance, materials required for the submission of change orders.
• Performs other duties as assigned by the Project Manager.

Qualifications

• 4-year college degree or international equivalent; or equivalent experience ideally in a business, scientific or healthcare discipline
• Minimum 2 years relevant experience or demonstrated competencies in the key requirements of the role.
• Fluency in the Microsoft Office package of programs (Outlook, Word, Excel, and Power Point).
• Customer service demeanor; demonstrate flexibility, teamwork, and a keen attention to detail.
• Ability to communicate both verbally and in writing at the English proficiently.
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