The Project Manager, Vendor Management ensures the successful initiation, planning, execution, monitoring, controlling and closure of assigned clinical research projects. In addition to overall project coordination, the Project Manager plays a key role in the oversight and management of study-specific vendors throughout the project lifecycle, including start-up, conduct, and closeout. This includes coordinating vendor scope, timelines, deliverables, budgets, performance, documentation, risks, issues, and escalations in close collaboration with Sponsors, vendors, and internal project teams. The Project Manager must ensure that assigned projects and vendor-related activities are completed in compliance with the study budget, project scope and timelines and in accordance with applicable standard operating procedures (SOPs), good clinical practices, regulatory and study-specific requirements.
This role will be perfect for you if:
- We can count on you to deliver results while using a disciplined approach to project management
- You are looking for the next career step to prepare you to become a project manager.
- You are knowledgeable about clinical research projects and looking to continue learning.
- Working in an organization that is driven by science and innovation and completing meaningful work is important to you.
Responsibilities
- May serve as primary contact for the Sponsor, vendors and internal team throughout the study.
- Coordinates tasks and deadlines between the different departments involved in the project.
- Oversees project coordinators, SSU team members, RDA and RAC resources to ensure correct prioritization of site activation activities amongst team members
- Interacts with vendor management to ensure vendor supplies and services are coordinated for with site activation timelines
- Escalates to project manager II when site activation timelines are at risk or cannot be maintained.
- Assists with managing the needs and expectations of the Sponsor and other internal and external project stakeholders
- Assists with ensuring all team members are adequately trained on the project.
- May plan the activities and resources (e.g. internal and external resources, equipment, etc.) required for the project.
- Manages the quality of assigned work and deliverables
- Assists with providing project status updates to external and internal stakeholders
- Ensures assigned tasks are completed in compliance with the study budget, project scope and timelines and in accordance with applicable standard operating procedures (SOPs), good clinical practices, regulatory and study-specific requirements.
- Reconciles study trackers
- Assists with analyzing discrepancies between planned and actual results and participates in the development and implementation of corrective actions to be taken as needed.
- Assists with enforcing effective change control and risk management throughout the project.
- Reviews and may assist in the drafting of project operational plans, processes, and manuals as applicable (e.g., project management plan, monitoring plan, etc.).
- Assists with ensuring that study specific documents and project deliverables (e.g., protocol, informed consent form, electronic case report form (eCRF), tables/listings/figures (TLFs), clinical study report, etc.) meet applicable country requirements.
- Oversee activities related to sites selection (feasibility questionnaires, sites selection, planning of site qualification visits)
- Monitors patient recruitment, subject status, and follows up with sites on recruitment strategy plan.
- Participates in the planning and conduct of Investigator’s Meeting.
- In collaboration with the Regulatory Affairs group, may oversee activities related to central ethics and regulatory submissions.
- Ensures collection of required essential documents from the sites prior to study initiation and maintains of currency of site level documentation throughout the study.
- May assist the project manager II with quality reviews and or audits of the Trial Master File (TMF) to ensure inspection readiness.
- May support clinical monitoring activities, such as CRA training, visit report review, site letters, and escalated site issues
- May track site qualification, initiation, routine and close-out visits, project-specific training, monitoring visit reports and follow-up letters, compliance with monitoring plan, escalation of site-related issues.
- Maintains the project specific training matrix and confirms project team members are fully training per the study matrix prior to team members performing study tasks
- Supports the sites and ensures that each site has the necessary material to adequately perform the study (e.g., investigational product, study supplies, special equipment, safety lab kits, etc.).
- In collaboration with the Data Management group, may ensure that the CRF complies with the protocol and Sponsor requirements and ensures queries resolution and data review process follow the study timelines until database lock. May provide technical, therapeutic and project management expertise in training and process improvement efforts for the department.
Vendor Management
- The Project Manager I will also be responsible for vendor management activities on assigned studies, including:
- Oversees study vendors throughout the project lifecycle, ensuring delivery of services in accordance with project timelines, scope, quality expectations, and budget.
- Acts as the primary point of contact for assigned vendors and facilitates effective communication between vendors, Sponsors, and internal project teams.
- Reviews vendor work orders, budgets, and scope of work to ensure study requirements are accurately reflected and supports the preparation and management of change orders as required.
- Monitors vendor performance, deliverables, timelines, and key milestones, escalating risks or performance concerns as appropriate.
- Leads or participates in vendor meetings and documents follow-up actions to ensure timely resolution of issues.
- Collaborates with internal subject matter experts to communicate study requirements and ensure vendor deliverables meet project expectations.
- Reviews and approves vendor invoices, ensuring services billed are accurate and consistent with approved work orders and project progress.
- Identifies, assesses, and manages vendor-related risks, issues, and deviations, implementing corrective actions in collaboration with vendors and internal stakeholders.
- Supports the management of vendor quality events, including non-conformances, CAPAs, and performance improvement initiatives, in collaboration with Quality Assurance as needed.
- Ensures vendor documentation is complete, current, and filed appropriately within the Trial Master File (TMF) and other applicable systems.
- Tracks vendor metrics and key performance indicators (KPIs), providing updates to Sponsors and internal stakeholders as required.
- Contributes to maintaining positive vendor relationships while ensuring vendors meet contractual obligations and project performance expectations.
Requirements
IDEAL PROFILE
Education
- B.Sc. in a related field of study to clinical research
Experience
- At least 3 years of experience in a similar role, including activities related to management of clinical studies in the pharmaceutical, biotechnology and/or CRO industry
- At least 2 years experience coordinating activities related clinical trial management
Knowledge and skills
- Excellent knowledge of GCP and ICH standards, FDA and Canadian regulations
- Excellent knowledge of Microsoft Office suite
- Excellent oral and written skills in English, French is an asset
- Excellent communication skills
- Ability to work in a team environment and establish good relationships with colleagues and sponsors
- Good problem-solving abilities
- Good organizational skills
- Strong ability to carry out different projects and work under pressure while meeting timelines
- Experience managing small to medium projects using a disciplined approach to project management
- Core Project Management competencies
- Demonstrated ability to establish and deliver resource-based project plans
- Excellent people management skills; experience working with and managing teams in a matrix environment
Our company
The Work Environment
At Indero, you will work with brilliant and driven colleagues. Our values are collaboration, innovation, reliability, and responsiveness. We offer a stimulating work environment and attractive opportunities for advancement.
In this position, you will be eligible for the following perks:
- Flexible work schedule
- Permanent full-time position
- Comprehensive benefits (medical, dental, vision, RRSP, vacation, personal days, virtual medical clinic, public transportation rebates, social activities)
- Ongoing learning and development opportunities
Work Location
The successful candidate for this position has the option to work remotely anywhere in Canada, or from our headquarters in Montreal (in accordance with company policies and public health directives).
Occasional visits to our Montreal office may be required or encouraged.
About Indero
Indero is a CRO specialized in clinical trials. Based in Montreal, we have built a strong reputation for the quality of our research and services that exceed client expectations. Indero continues to grow and expand across North America and Europe.
Indero is committed to providing equitable treatment and equal opportunity to all individuals. Accommodations are available throughout the recruitment and selection process for applicants with disabilities, upon request.
Please note that Indero only accepts applicants who are legally authorized to work in Canada.