Project Specialist

At Allucent™, we are dedicated to helping small-medium biopharmaceutical companies efficiently navigate the complex world of clinical trials to bring life-changing therapies to patients in need across the globe.

We are looking for a Project Specialist (PS) to join our A-team (hybrid/remote*). As an PS at Allucent, you are responsible for serving as an essential role in project administration to deliver projects within the established budget and timeline in collaboration with Clinical Project Management. The PS provides support to project management by overseeing and handling global administrative tasks in accordance with the scope of work. Typical duties include coordination of project activities through collaboration with project team members, dissemination of project information and guidance to ensure adequate support for the study team, preparation of agendas for meetings, documenting key decisions and providing relevant updates as needed.

In this role your key tasks will include:

• Create and/or maintain tracking tools for clinical data management
• Enter data into systems and tools per required processes
• Review reports in applicable systems to ensure completeness, consistency and information is up to date prior to their distribution
• Coordinate, prepare, handle, and distribute clinical trial support materials if done centrally
• Support with the preparation of the study-related presentation materials (Kick off Meeting, CRA Training and Investigator Meeting, regular and ad hoc meetings) and present as needed
• Support in creation of Project Plan and other study plans including associated templates
• Attend handover meetings for the CTAs who are joining/leaving the study and review handover form
• Support PMs during audits/inspections ensuring follow-up on open action item for resolution within given timelines
• Assist PM with vendor management and budget related activities, as needed
• Support Clients with ad hoc requests
• Process subject registration on slot reservation protocols
• Within the scope of assigned responsibilities resolve study related problems, and offer action plans
• Facilitate team communication and liaise with sponsors, sites and third parties
• Prepare Study Correspondence Management Plan (SCMP)
• Process Public Folders (PF) for study level as per SCMP Ensure study PFs are maintained by the trial team to accomplish inspection readiness
• Coordinate internal and external project team conference calls, process agendas, meeting minutes, and action log or equivalent
• Adapt default folders on SharePoint
• Support TMF Lead (TMFL) with the setup of Trial Master File (TMF) & work with TMFL on reconciliation of TMF trial level documents
• As a document owner, is responsible for document filing on trial level, and can act as a document submitter for other document owners on trial level as needed.
• Coordinate and support the project team with the periodic review of study files for accuracy, quality, and completeness, including tracking of the outstanding issues for proper resolution
• Coordinate and support the project team with the final reconciliation and off-site archival of project documentation
• Provide clear guidance to CRAs / CTAs and coordinate setup of investigator site files
• Customize and distribute study logs/forms/templates
• With the PM, ensure all activities included in the project scope of work are completed and project timelines are met
• If delegated by PM/CTL, enter trial level data in CTMS and conduct monthly reviews to ensure that content is accurate and up to date. Follow up with local study teams to ensure country and site level data is being updated regularly in CTMS
• Create Contracted FTE by Month files
• Administrative support for Trial Committees activities for assigned studies
• Other duties as assigned.

Requirements

To be successful you will possess:

• Life science, healthcare and/or business degree preferred. High School Diploma/Certificate or equivalent combination of education, training and experience required
• Relevant work experience in similar positions (drug development and/or clinical research)
• Basic knowledge of GxP
• GDPR and applicable regulatory requirements
• Strong written and verbal communication skills including good command of English language
• Representative, outgoing and client focused
• Ability to work in a fast-paced challenging environment of a growing company
• Proficiency with various computer applications such as Word, Excel, and PowerPoint required
• Administrative excellence

• Excellent organizational skills including prioritization, organizing the workspace and time management
• Effective problem-solving and decision-making based on the established procedures and working instructions
• Detail oriented
• Ability to establish and maintain effective working relationships with internal and external team
• Ability to work independently
• Ability to work remotely with diverse teams

Benefits

Benefits of working at Allucent include:

• Comprehensive benefits package per location
• Competitive salaries per location
• Departmental Study/Training Budget for furthering professional development
• Flexible Working hours (within reason)
• Opportunity for remote/hybrid* working depending on location
• Leadership and mentoring opportunities
• Participation in our Buddy Program as a new or existing employee
• Internal growth opportunities and career progression
• Financially rewarding internal employee referral program
• Access to online soft-skills and technical training via GoodHabitz and internal platforms

Disclaimers:

*Our hybrid work policy encourages a dynamic work environment, prescribing 2 days in office per week for employees within reasonable distance from one of our global offices.

Third-Party Recruitment Agencies: The Allucent Talent Acquisition team manages the recruitment and employment process for Allucent (US) LLC and its affiliates (collectively “Allucent”). Allucent does not accept unsolicited resumes from third-party recruiters or uninvited requests for collaboration on any of our open roles. Unsolicited resumes sent to Allucent employees will not obligate Allucent to the future employment of those individuals or potential remuneration to any third-party recruitment agency. Candidates should never be submitted directly to our hiring managers, employees, or human resources.

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