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Specialist, CTMS Support, Clinical Research

Job ID: 32066
Location: Foothills Campus
Updated June 10, 2024

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We would like to take this opportunity to acknowledge the traditional territories of the people of the Treaty 7 region in Southern Alberta.
The City of Calgary is also home to Métis Nation of Alberta, Districts 5 and 6.


The Department of Clinical Research in the Cumming School of Medicine invites applications for a Specialist, CTMS Support. This Full-time Fixed Term position is for approximately 12 months (based on length of grant funding), with the possibility of extension.

This position reports to the Manager, Clinical Trial Systems Services.

It will require normal work hours with occasional evening or weekend hours during peak times.  The Specialist-Clinical Trial Management System Support works in a customer service capacity within a provincial team supporting users at the Universities of Calgary and Alberta. The Specialist-Clinical Trial Management System Support focuses on coordination and administration of the University's Clinical Trial Management System, OnCore. 

Summary of Key Responsibilities (job functions include but are not limited to):

Clinical Trial Management System (OnCore) Use

  • Receives clinical trial documents from study teams or University systems

  • Reviews protocols, schedules of events or activities, contract, and budget documents for clinical research

  • Translates clinical trial documentation into OnCore-specific requirements

  • Builds protocols, calendars, and budgets in the OnCore clinical trial management system with awareness of the impact of errors

  • Advises study teams on build statuses and maintains POST tracking lists in SharePoint

  • Anticipates issues with OnCore builds and devises innovative solutions and workarounds as needed

  • Coaches study teams through the OnCore build signoff process and all aspects of system usage, such as subject and financial management

  • Maintains knowledge of ongoing research projects and study teams in OnCore

  • Participates in quality assurance (QA) reviews of peers' work and receives peer and manager QA of own work

  • Performs data blitzes as directed to bring all protocols to the same data quality standard

  • Creates new OnCore user records

  • Sends user authentication emails as needed

  • Participates in system upgrade verification processes and user audits


  • Writes job aids for OnCore tasks using technical writing templates and POST style guide

  • Assists with the planning and delivery of OnCore training via D2L, desire2learn

  • Records user training completion and onboards successful users to OnCore's user environments

  • Participates in the planning and delivery of monthly OnCore Community of Practice events, including providing one-on-one user support in a group setting


  • Shares responsibility for a central inbox, communicating daily with study teams and University departments

  • Follows standard operating procedures and established practices for main responsibilities

  • Identifies deficiencies and areas for improvement in POST documentation

  • Utilizes various digital tools, such as multiple SharePoint tracking lists, MS Teams chat, Microsoft Planner, and MS Teams hub

  • Demonstrates leadership in developing new projects to enhance team operations, user success

  • Exchanges straightforward information, asks questions, and checks for understanding with teammates and study teams

  • Build relationships with teammates, staff within immediate faculty/department/unit and across the universities supported by team

  • Participates in weekly POST meetings and monthly workshop events

  • Participates in monthly CCCR meetings

  • Adapts easily to changing needs as priorities shift, such as during events or busy times

Qualifications / Requirements:

  • Minimum 2-year diploma or bachelor's degree in health care information technology, research administration, or related area, and/or equivalent combination of experience/training
  • Two (2) or more years of related work experience (i.e., experience within clinical, research, and/or academic healthcare setting or related area)
  • Experience in using complex software systems with a demonstrated ability to troubleshoot issues, test processes, and support and train users
  • Strong analytical and problem-resolution skills, with the ability to quickly diagnose problems, and develop, test, and implement appropriate and effective solutions in a timely manner
  • Strong interpersonal skills, with the ability to effectively, train, support, and work collaboratively with users of clinical information systems at all professional and technical levels and within a small team
  • Detail oriented, with proven organizational skills and the ability to effectively manage time, prioritize tasks, and see projects through to completion on deadline
  • Understands the impact of errors, values consistency, and quality in their work products
  • Strong written and verbal communications skills, with the ability to convey technical information and instructions to all levels of clinical systems users in a specific, clear, and concise manner
  • Ability to work with peers, senior staff, and managers, serving as a technical resource and providing advice and counsel on issues of functionality, efficiency, and performance
  • Strong knowledge of MS Office and  working knowledge of MS Teams, SharePoint
  • Prior experience as a unit clerk or clinical research coordinator or associate, or IT support personnel would be an asset
  • Knowledge of clinical trial design, research methodology, and/or medical terminology would be an asset
  • Prior experience working within a clinical trial management or clinical information system preferred

Application Deadline:  June 24, 2024

We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.

This position is part of the AUPE bargaining unit, and falls under the Specialist/Advisor Job Family, Phase 1.

For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website

About the University of Calgary

UCalgary is Canada’s entrepreneurial university, located in Canada’s most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada’s leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit

The University of Calgary has launched an institution-wide Indigenous Strategy committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.

As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Equity, Diversity and Inclusion ([email protected]) and requests for accommodations can be sent to Human Resources ([email protected]).

Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role. 

We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.