Trial Master File Specialist

San Rafael, CA 94901

Posted: 07/19/2019 Employment Type: Contract Industry: Administration, Clinical Job Number: 6570

Job Description

  • TMF Management
  • Facilitate the creation of the enterprise and study specific TMF management tools
  • Maintain TMF Management Plans and TMF Content Lists
  • Work with the Study Teams to check and verify the plans and communicate the importance of each document to the Study Team based on risk level
  • Coordinate creation of the TMF filing locations based on the study specific TMF Content List
  • Participate in the Quality Control of documents (paper and electronic) submitted to the TMF or eTMF
  • Facilitate the review and submission of TMF records to Records Management personnel
  • TMF-Related Collaboration & Support
  • Support the coordination of the transfer of study-specific trial master files from the CRO
  • Participate in Study Team meetings and provide/present regular TMF metrics updates
  • Maintain awareness of study events and the associated documentation requirements through collaboration with Study Team
  • Support Study Teams and designated Study Team Content owners in understanding their TMF-related responsibilities, requirements and expectations; act as an ad-hoc member of the Study Team
  • Act as point person for Study Team TMF questions and manage close-out of TMF related issues in adherence to company processes
  • Support the Study Team in TMF document retrieval during Audits and Inspections (paper and electronic)
  • Manage the TMF content list and TMF Comprehensive Review tracker
  • Provide TMF metrics: completeness and quality of TMF documentation and content, including the percent completeness and the risk level of outstanding items on a periodic basis or as requested by management
  • Comprehensive Review
  • Participate in the conduct of quality review of the TMF for each assigned study on an annual basis per the time points captured in the study-specific TMF Plan.
  • Identify any corrective actions which must be addressed and assigned
  • Support the submission of documented evidence of the TMF Quality Review to the TMF
  • Support the management of TMF documentation issues throughout the lifecycle of an assigned study
  • Records Management
  • Participate in the implementation of standards and processes for records management to verify compliance with relevant regulations
  • Support and carry out the processes associated with the storing, archiving, indexing, scanning and classifying records
  • Process records (e.g., track, scan, archive) in compliance with Records SOPs
  • Prepare and maintain manuals, training materials, policies and procedures and other quality documents as they apply to the management of records in Records
  • Provide guidance on best practices for record handling, retrieval and archival procedures
  • Provide archived records to users (e.g. internal staff and/or Auditors) for review. Oversee the provision of the required documents at the time of Regulatory Authority Inspection or internal Audits
  • Respond to TMF and non-TMF internal and/or external information inquiries related to records
  • Systems Development
  • Participate in the development, implementation, and maintenance of classification and filing systems per administrative, research, regulatory, legal and financial requirements
  • Manage the off-site storage of records and the contract with the storage vendor, including vendor oversight
  • Participate in the development, implementation, and maintenance of internal databases used to manage records


Job Requirements


  • Individuals in this role are expected to demonstrate good foundational Communication, Problem Solving, Planning, Prioritization and Organization, Proactivity, and Teamwork skills in order to quickly integrate into the team-based, cross-functional culture. This includes:
  • sharing ideas and work product with competence in a clear, concise, and timely way
  • effectively facilitating small functional meetings
  • adeptly identifying critical path tasks and consistently delivering on time and as expected
  • developing and maintaining strong working relationships
  • modeling a fair, transparent and collaborative approach to work execution
  • The Specialist will also focus on developing skills in the Leadership and Influencing and Persuasion competency areas.
  • The Specialist is expected to demonstrate foundational technical skills in Regulations and Good Practices, as well as Quality Management. Skills should include:
  • an understanding of key regulatory agencies and regulatory inspection processes
  • an understanding of the objectives/purpose and key milestones/filings of each drug development phase (Pre-Clinical, phases I-IV)
  • an understanding of GxP principles, their importance, and how they apply to operational activities currently being performed


  • BA/BS in life sciences or technical area; experience in lieu of education may be considered
  • 2+ years of relevant pharmaceutical industry experience
  • Relevant certification, such as Registered Quality Assurance Professional, Certified Quality Auditor, CCRA or CCRC, Certified Clinical Research Professional, or Regulatory Affairs Certification a plus
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