Providence Research: Contract and Budget Specialist

Providence Research
25 August 2023
Vancouver, B.C.
Closing Date
Applications will be accepted until position is filled


Providence Research is looking for a Contract and Budget specialist to join the Research team. If you have previous research experience, and are looking for a new opportunity to grow into as well as support the researchers in a broad research portfolio, this may be the role for you.  Providence Research values candidates who can bring their expertise in industry-sponsored clinical trials and budget planning to streamline our processes and contribute to the success of our diverse research projects. While prior contracts experience is preferred, Providence Research opens to training individuals who exhibit a strong willingness to learn and adapt. This is a newly created position and has the opportunity to shape the future of our research operations. If you are ready to make a meaningful impact in the realm of research and healthcare, Providence Research strongly encourages you to apply and become part of this dynamic team.



Within the context of a patient, client and family centred model of care and, in accordance with the Mission, Vision and Values, and strategic directions of Providence Health Care, promotes a safe, respectful, and civil working environment for patients, residents, families, visitors and staff.

Reporting to the Clinical Contracts Manager, this position supports Providence Research. This position works closely with PHC, PR staff, UBC, industry sponsors, CROs, researchers, and other internal and external stakeholders to ensure timely review and negotiation of clinical research agreements and budgets, and effective implementation of clinical trials administration initiatives. The Contracts and Budget Specialist is expected to function in a team setting with a degree of autonomy and independence and working within the broader guidelines set by the VP Research and President of Providence Research.

Providence Research is the research engine of Providence Health Care, one of Canada’s largest faith-based health care organizations. Our main research location is St. Paul’s Hospital, a teaching hospital affiliated with the University of British Columbia (UBC) and Simon Fraser University (SFU); however, our research spans more than 30 programs and disciplines across Providence Health Care’s 17 sites in Greater Vancouver. Inspired by the need for health and wellness of patients and communities, our mission is to integrate teaching, knowledge creation and translation to discover and deliver disease prevention and dramatically improve care.



  1. Provides and assists participates in the long term planning process for the PR Contracts and Grants Administration. Helps to identify research administration workload related needs by assisting in setting priorities, developing processes, identifying errors / deficiencies in the system applications. Communicates these issues for corrective action, testing and validation.
  2. Responsible for the review and negotiation of written clinical research agreements with industry sponsors and CROs. Conducts negotiation of clinical research agreements in compliance with federal and local regulatory requirements and PHC and UBC policies and procedures, with specific attention paid to terms relating to confidentiality, publication, intellectual property, liability and indemnification, insurance, financial reporting, payment terms and human ethics approval. Consults with Clinical Contracts Manager, Finance, UBC University Industry Liaison Office, legal counsel and risk management, as necessary for evaluation, input and guidance. Seeks approval from the Clinical Contracts Manager prior to execution of research agreements by the Vice President, Research, PHC.
  3. Responsible for overseeing administration of clinical research agreements to protect the broad interest of PHC and UBC, which includes intellectual property, publication restrictions, assumption of risk and liability, publication restrictions, application of overhead, and departmental approval of research, while serving principal investigators and industry sponsor needs. Negotiates amendments and modifications to clinical research agreements, as necessary and coordinates PHC and UBC closeout requirements.
  4. Develops functional understanding of the business needs of the hospital administrative and research staff for the effective conduct of industry sponsored and investigator initiated clinical research arrangements. Evaluates and makes recommendations for systems and procedures to promote effective interaction between PR and industry sponsors/CROs for mutual benefit.
  5. Acquires and maintains knowledge of PHC and UBC policies and procedures applicable to industry sponsored and investigator initiated clinical research. Acquires understanding of sponsor/CRO interests and of the clinical research regulatory environment. Advises principal investigators/research staff on requirements for industry-sponsored clinical research agreements as well as interpretations/implications of various terms.
  6. Supports strategies for marketing PHC’s research capabilities and clinical trial resources to industry sponsors/CROs. Assists principal investigators and research groups in identifying new research study opportunities with industry sponsors/CROs.
  7. Serves as a resource for researchers reviewing clinical research budgets. Develops and negotiates clinical research budgets with industry sponsors/CROs on behalf of principal investigators, PHC and UBC, as required.
  8. Gathers and maintains data on current clinical research fees for services at PHC (e.g., start up fees, pharmacy fees, radiology procedural costs etc.) from PHC departments, programs, and areas, to ensure that PR researchers have accurate data upon which to base their clinical trial and grant budgets and to reduce the risk of a budget shortfall.
  9. Compiles metrics on PHC clinical research activity from various sources including, PHC researchers, research agreements and budgets, UBC RISe database (finance and ethics modules), the Contracts and Grants Administration document tracking spreadsheet
  10. Represents PR on provincial committees and working groups, such as the Provincial Clinical Trial Management System (CTMS) Program Working Group. Is the PR internal subject matter expert on clinical research budgeting and financial management for clinical trials required for implementation of the CTMS at PHC.
  11. Drafts required documents and prepares presentations as needed.
  12. Performs other related duties as assigned by the Manager including administrative coverage support for the PR Contracts & Grants team.



Education, Training and Experience:

Undergraduate degree in Business Administration or equivalent professional designation.  Minimum of three (3) years of experience in a research setting in the health sector, or an equivalent combination of education, training and experience. Familiarity with contract and financial administration in a hospital or university setting is required. Clear understanding of issues related to academic research, contract law, ethics and research on human subjects.


Skills and Abilities:

  • Demonstrated strength in successfully negotiating business arrangements, contractual matters and budgets required.
  • Demonstrated experience in account reconciliation and knowledge of accounting principles and practices is required.
  • Experience using UBC RISe is preferred.
  • Ability to identify and manage risk to organization and researchers of actual and potential non-compliance with contract and regulatory framework and with institutional policies for research involving humans.
  • Ability to communicate effectively, both verbally and in writing.
  • Ability to deal with others effectively, at all levels of the organization.
  • Ability to organize work of self and others, identifying and managing multiple and complex competing priorities.
  • Knowledge of universities policies and procedures relating to research, technology transfer and intellectual property.
  • Ability to maintain accuracy and attention to detail.
  • Ability to use office equipment and computer programs essential to the job, including presentation software, word processing, spreadsheets, and databases.
  • Physical ability to carry out the duties of the position.


If you are interested in this position, please send your CV along with a cover letter to Kelly Ceron, Human Resources Manager

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