Accounts Administrator

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Summary

Under the supervision of the Clinical Research Unit’s Finance Officer, the Account Administrator is responsible to oversee and administer, in collaboration with the CRU’s finance and administrative teams, over 100 Clinical Trial accounts. The Accounts Administrator will process the following financial transactions: Internal transfers, Expense reimbursements, petty cash or equivalent, Purchase orders, Reconciliations, Supplier payments, Accounts receivables (invoicing), Deposits.

Responsibilities and tasks

The Account Administrator is responsible for :

• Reviewing the accuracy of clinical trial agreements’ financial terms and budgets to ensure all items are accounted for and are compliant with departmental and University policies. Any discrepancies are to be reported to the direct supervisor in a timely manner.

• Preparing internal budget spreadsheets and Office of Sponsored Research (OSR) checklists for each new clinical trial or active clinical trials requiring amendments, subject to supervisor approval.

• Creating internal patient visit logs for each clinical study to track visits, procedures, costs incurred by the CRU and patients, and all other data entry related to financial activity, in collaboration with clinical study coordinator, through various programs such as the CRU’s Clinical Trial Management System (CTMS) and Excel.

• Reconciling accounts and verifying discrepancies and errors and adjust accordingly in collaboration with the CRU and the trial sponsors, especially during a study close-out phase.

• Monitoring financial activity for each clinical trial and ensures payments are received by the sponsor and invoices are paid to suppliers, in a timely manner.

• Consistently following up with sponsors on arrears and report any issues to the direct supervisor.

• Maintaining a clear and accurate filing system for all documents including vendor agreements, timesheets, contracts, etc.

• Providing all necessary documents when requested by internal and external documents and the tabulation of patient statistics and other activity, when requested.

The Accounts Administrator will be involved in various administrative and clerical tasks according to the needs of the unit and may participate in other special projects as needed.

Other Qualifying Skills and/or Abilities:

Diploma or certificate in Accounting, Finance, Business Administration, or a related field. 0–2 years of experience in an accounting, finance, or administrative support role. Experience in a unionized, academic, healthcare, or public‑sector environment is an asset. Basic understanding of accounting principles, including accounts payable and receivable. Familiarity with processing routine financial transactions such as invoices, reimbursements, and purchase orders. Experience using Microsoft Excel and other standard office tools for data entry and tracking. Understanding of confidentiality and compliance requirements in a regulated environment. Strong attention to detail and accuracy when entering and reviewing financial information. Good organizational skills and ability to maintain clear and accurate files and records. Ability to identify discrepancies or missing information and escalate issues appropriately. Intermediate French.

* Testing will be administered

As one of Montreal's Top Employers, here is what we offer:

• Competitive benefits package (Health, Dental, Life Insurance) (if eligible)
• Defined contribution pension plan (with employer contribution up to 10%) (if eligible)
• Group Registered Retirement Savings Plan (RRSP) and Tax Free Savings Account (TFSA)
• Competitive vacation policy
• Two (2) personal days
• Two (2) floating holidays
• Nine (9) "Summer Fridays" - paid days off between the St-Jean Baptiste holiday and Labour Day
• Paid time off over the December holiday period
• Tuition waiver for regular employees and their dependents
• Up to two (2) days of remote work per week where the position permits

Before applying, please note that to work at McGill University, you must be both authorized to work in Canada and willing to work in the province of Quebec at the campus where the position is based / located.

Knowledge of English: McGill University is an English-language university where day to day duties may require English communication both verbally and in writing. The level of English required for this position has been assessed at a level # 4 on a scale of 0-4.

For a definition of our language proficiency levels, please click here.

Minimum Education and Experience:

DEP - Business Administration 3 Years Related Experience /

Hourly Salary:

(MUNACA Level E) $27.75 - $34.40

Hours per Week:

33.75 (Full time)

Supervisor:

Finance Officer

Position End Date (If applicable):

2027-05-04

Deadline to Apply:

2026-05-20

McGill University hires on the basis of merit and is strongly committed to equity and diversity within its community. We welcome applications from racialized persons/visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and persons of minority sexual orientations and gender identities, as well as from all qualified candidates with the skills and knowledge to productively engage with diverse communities. McGill implements an employment equity program and encourages members of designated groups to self-identify. Persons with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, accessibilityrequest.hr@mcgill.ca.