Clinical Trial Associate (Payments)

About the role

ICON, a global healthcare intelligence and clinical research organisation, is looking for a Clinical Trial Associate to join its payments team in Warsaw. The role covers administrative and operational support for clinical trials, including payments, document management, audit support and study coordination.

Key responsibilities

• Perform administrative tasks such as mass mailings, meeting coordination, agenda and minute preparation, trackers and distribution lists, and support study-level communications through presentations or newsletters.
• Assist with document management: finalisation, version tracking, filing and archiving, and study-related correspondence.
• Support the development of project-specific forms and trackers, and prepare and follow up audits and inspections of the Trial Master File (TMF).
• Develop and manage study-specific forms, trackers, Investigator Site File (ISF) binders and related project materials.
• Manage system and vendor access for site staff, including regular review and removal of access.
• Support PMs, CTMs and CRAs with coordination of non-IP study supplies, equipment and materials, and support study system maintenance and CTMS at project level, including subject tracking from system reports.
• Run clinical dashboards, generate metric reports, assist with document distribution and AOR tracking, and support site payment reconciliation under supervision.
• Coordinate study-level translations via third-party vendors and support team training management.
• Maintain communication with the internal project team and escalate issues as needed.

Required profile

• Bachelor's or Master's degree.
• At least one year of experience in payments; experience as a Research Site (Study Coordinator) or Payment Associate (CRO/pharma) is an asset.
• Knowledge of clinical trial processes, regulations and guidelines is an asset.
• Excellent organisational and communication skills, and ability to work collaboratively in a fast-paced environment with attention to detail.
• Legal right to work in the country where the role is based.

What we offer

• Competitive base salary and performance-related incentives.
• Health and wellbeing programmes, including medical, dental and vision coverage where applicable.
• Retirement and pension plans, life assurance and disability coverage.
• Employee assistance programmes and learning and development opportunities.