Job Description

Position Title:Research Coordinator I
Immediate Supervisor:Dr. Jennifer Phillips
Research area:Clinical neuroscience, Mood Disorders, Suicide Prevention
Reporting Supervisor: Director Clinical Research Administration, IMHR
Start date:July 2025
Contract:Temporary, Full-time (1.0FTE or 37.5h/week), 1 year contract with possibility for renewal
Summary of Responsibilities:
The Research Coordinator 1 (RC) facilitate the conduct of clinical research under the general direction of the Supervisor/Principal Investigator (PI). The RC will assist the PI and hold supervisory responsibilities for other research staff. The RC will primarily coordinate and manage the day-to-day site operations of a multi-centre longitudinal research study in youth and adolescents with multiple mental health conditions. This project aims to provide a deeper understanding of the trajectories of youth seeking mental health care as they navigate key transition points in their development. This goal will be achieved by including sampling from a diverse range of clinical services, standardized data collection and deep phenotyping of select clinical cohorts of youth (aged 11-25 years) and will support modular clinical trials.
The RC will support the study team to ensure effective study coordination over the course of this research study, as well as participate in coordination in other research studies as needed. The RC will assist with a number of research responsibilities, including the coordination of day-to-day operations, recruiting and screening study participants, scheduling participant visits, administering structured diagnostic interviews and clinical scales, collecting neuroimaging and biomarker data, maintaining participant records, data entry/management and database maintenance, and preparing data for progress reports, research grant applications, presentations, and peer-reviewed research papers. The RC will also support and facilitate the training of other staff and research trainees on study procedures. Other administrative duties including, but not limited to, preparing Research Ethics Board (REB) submissions, participating in study-related meetings, developing and harmonizing standard operating procedures (SOPs), assisting with contracts and finances, and maintaining study documents. You will support a healthy workplace that embraces diversity, encourages teamwork and complies with all applicable IMHR policies, as well as all regulatory requirements. This position is in-person located at 1141 Carling Ave (The Royal Ottawa Mental Health Centre).
Major Responsibilities:

• Research Coordination (75%):

• May present research results at local, national and international scientific meetings, presents seminars and provides functional supervision of assigned personnel.
• Ensures the smooth and efficient day-to-day operation of research and data collection activities.
• Collection of neuroimaging data at The Royal's Brain Imaging Centre.
• Acts as the primary administrative point of contact for internal research staff and investigators, and the principal operational liaison for other research organizations, sponsors, funding agencies, monitoring/auditing parties and regulating bodies.
• Liaises with research collaborators, research team members, Research Ethics Board staff, IMHR grants and finance staff, study sponsors and/or regulatory bodies.
• Reviews and assesses study related literature.
• Completes regulatory documentation as required, including research ethics applications, etc.
• Maintains Investigator Site Files (ISF) according to GCP, and applicable regulations
• Addresses requirements for reporting, and maintaining compliance of on-going research projects, with Principal Investigator.
• Plans and coordinates the implementation of research study protocol(s), in addition to the establishment and maintenance of operating policies and procedures.
• Operates within established research protocols and standard operating procedures, and under specific instructions as to method, process, and technique to perform or assist with routine tests, experiments and/or procedures relevant to the study.
• Plans, drafts, implements and coordinates data collection/interview instruments and source documentation (including consent forms) as per relevant research policies and guidelines.
• In collaboration with the Investigator and other members of the research team, establishes and coordinates logistical arrangements for research participants and recruitment activities, as appropriate to study protocols.
• Recruits, instructs and coordinates research participant activities, as appropriate to specific study objectives.
• Has the ability to conduct clinical assessments/interviews (e.g. MINI, MADRS), as required by research protocols.
• Provides technical assistance, in the collection, processing and coordination of data, samples and/or biological specimens for research projects including packaging and shipping of biological specimens as required. This may include human blood and saliva samples.
• Coordinates logistical arrangements for outreach activities (e.g. supporting research activities in the community).
• Assists with monitoring the progress of research activities (including preparation of reports and audits) as required by investigators, administrators, funding agencies, regulatory bodies and/or internal quality assurance representatives.
• Independently responds to research project specific correspondence, including telephone and email inquiries, as required. Attends and collaborates in study-related meetings as required.
• Identifies problems using assessment skills and reports any abnormalities to Investigator and/or other research staff as appropriate
• Coordinates the procurement and disposition of researcher facilities and/or equipment.

Organizes and facilitates meetings, conferences and other events associated with research activities, as required.

• Grant, Manuscript, Abstract, and Presentation Preparation (25%):

• May organize, edit and draft correspondence to publishers, grantors, contractors and professional accreditation bodies.
• May assist in quantitative/qualitative analysis of the data and interpretation of the results.
• May assist in preparation of grant applications, abstracts, manuscripts, journal presentations, journal articles, letters to the editor, reports and research protocols.
• Ensures that the necessary agency or publisher specifications are met, that all necessary authorizations and signatures have been obtained and that strict deadlines are met.
• May assist researchers with literature searches of various literature databases using established search criteria or by developing appropriate search criteria.
• Maintains a database of bibliographic references using appropriate software.

• Grant cost centres and other financial activities (5%):

• Records, monitors and signs for financial transactions, as authorized.
• Assists researcher(s) and staff members in developing budgets and budget justifications consistent with grantor/contractor eligibility requirements and IMHR policies; liaises with IMHR Administration/Finance as necessary.

• Other

• Performs miscellaneous job-related duties as assigned.
• Provides guidance, oversight and training for Research Assistants, Research Volunteers, or other research trainees, as required.
• Liaises with senior research staff and Principal Investigators regarding day to day operations

Qualifications:

• Graduate degree in relevant discipline (e.g. neuroscience, psychology) is preferred OR
• Undergraduate degree in a relevant discipline with 5+ years of relevant experience in a clinical research environment.
• Bilingual (French and English) is an asset.

Knowledge, Skills & Abilities:

• Extensive experience providing research administrative support, problem-solving and coordinating quantitative data collection is required.
• Experience coordinating large-scale or multi-site studies is preferred, as is experience working on longitudinal complex studies.
• Previous experience in recruiting, screening, and completing the informed consent process with research participants is required.
• Extensive previous experience in administration of neuropsychological assessments (e.g. Wechsler), structured diagnostic interviewing (e.g. K-SADS-5, SCID-5), clinical rating scales and neurocognitive assessments (e.g. NIH Toolbox) is strongly preferred.
• Previous experience preparing REB submissions, amendments, and renewals is required.
• Ability to provide operational guidance and leadership in area of specialty.
• Skilled in organizing resources and establishing priorities.
• Ability to communicate and interact competently and professionally at all levels within a broad and complex clinical research environment.
• The ability to collaborate effectively with colleagues and diverse stakeholders is essential
• Ability to design and implement systems necessary to collect, maintain and analyze data.
• Ability to maintain large databases and use electronic data capture methods (e.g. REDCap) is an asset
• Skilled in collecting, validating, analyzing, and manipulating research data.
• Advanced knowledge of research and study-related computer programs, including statistical and data analysis software.
• Knowledge of research principles, methodology and procedures.
• Knowledge of research ethics related to humans is essential
• Previous experience in clinical research including participant recruitment.
• Strong working knowledge of ICH Good Clinical Practices and relevant regulations, legislation and guidelines applicable to the clinical research field.
• Knowledge of adverse event investigation, analysis and reporting procedures and standards.
• Knowledge of medical and research terminology.
• Ability to develop and implement clinical research plans and standard operating procedures.
• Ability to conduct internet and literature database searches.
• Ability to establish data collection and management guidelines.
• Ability to work under pressure and on several projects concurrently.
• Self-directed and able to work independently with minimal supervision and within a multidisciplinary team.
• Ability to supervise and train staff, including organizing, prioritizing, and scheduling work assignments.
• Meticulous, detail-oriented, and highly organized.
• Skilled in budget preparation and fiscal management.
• Experience with REDCap and the Statistical Package for the Social Sciences (SPSS) is an asset.
• Excellent interpersonal skills.