Advanced Group

  • Document Management Associate

    Job Locations US-Remote
    Req No.
    Regular Full-Time
    Advanced Clinical
  • Overview

    Advanced Clinical is a global clinical development organization that provides CRO, FSP, Quality & Validation, and Strategic Resourcing services for biopharmaceutical and medical device organizations. Our mission is to deliver a better clinical experience for our clients. With global experience in over 50 countries, we are committed to improving all lives touched by clinical research. We understand the complex nature of the clinical research industry and approach each opportunity with compassion. Together, we answer the hopes of patients and healthcare professionals with industry-leading services in global life-sciences. As part of the Advanced Group family of companies, Advanced Clinical employees provide the support, structure, and professional background and experience for better clinical trials and research. They are the foundation of our energetic and collaborative environment, where constant learning and service to others take top priority. We seek dynamic, hard-working team members who are inspired to work amongst diverse backgrounds and perspectives. From our altruistic mission to outstanding career development opportunities, there’s no better place to grow your career than Advanced Clinical.


    The Document Management Associate (DMA) is responsible for the set-up, maintenance, review, and archival of the trial master file (TMF) including quality assessments thereof, and tracking and reporting of key performance indicators. The DMA is a member of one/multiple project team(s) and is responsible for ensuring an audit-ready TMF.  


    • Responsible for the set-up (either paper or electronic), coordination, and preparation of the trial master file (TMF) repository, for management of existing and new TMF records as per the TMF Plan.
    • Process TMF records (paper or electronic) in accordance with Advanced Clinical, client, and industry-standard procedures, including certified copy attestation, metadata indexing, and data mapping from legacy structures.
    • Responsible to conduct or assign TMF quality control (QC) reviews for inspection readiness in accordance with Advanced Clinical, client, and industry-standard conventions and regulated record acceptability criteria, e.g., ALCOA.
    • Generate and maintain metrics tracking tools and communicate TMF status and QC results to the Project Manager and/or relevant parties through resolution.
    • As required for paper TMFs, prepare and maintain the document reconciliation worksheet (DRW) and collaborates with CRAs in an iterative process to maintain alignment between the TMF and Investigator Site File (ISF).
    • Responsible for transfer and/or archival preparation of the TMF.
    • Perform or assign Vault eTMF administration activities including study set up and user account management.
    • Possess a clear understanding of, and train internal and external (e.g., Sponsors, investigator sites, and third party vendors) staff on, Veeva Vault eTMF system and related procedures.
    • Demonstrate technical knowledge of document management with general understanding of applicable regulatory requirements, including electronic technology industry standards, e.g., 21CFR11.
    • Produce documents for and participate in, as directed, internal or external audits


    • Education - An Associate’s or Bachelor’s Degree is preferred but not required
    • Training - On the job or professional training in critical document review required. Demonstrated understanding of the TMF Reference Model filing structure, and clinical electronic document management systems.
    • Certification – None required. Veeva Vault Administrator Certification preferred.
    • Experience - Three (3) years industry experience with at least two (2) years of experience working directly with clinical trial documentation. Experience with Veeva Vault, or other EDMS systems strongly preferred. The ideal candidate has excellent organizational and time management skills and attention to detail, with an ability to maintain productivity and quality in a time-sensitive regulated environment. Must possess strong computer acumen & proficiency with Microsoft Office Suite and familiarity with clinical trial applications. Must possess knowledge of and demonstrate ability to apply pertinent applicable regulations and guidelines including Good Documentation Practice and Good Clinical Practice.

    What’s in it for you? Advanced Group offers competitive compensation, comprehensive benefits packages, and a flexible work environment designed to help our team members and their families stay healthy, meet their financial goals, and generally thrive in and beyond work. Visit the links below to discover all that Advanced Group has to offer:

    Our Culture:

    Career Development Opportunities:

    Community Programs:

    For a complete list of all of our job openings, please visit Advanced Group’s career site here.


    It is Advanced Group’s practice not to discriminate against any employee or applicant because of sex, race, color, age, national origin, religion, gender identity or expression, sexual orientation or sexual preference, pregnancy or maternity, genetic information, marital status, disability, veteran status, or any other basis protected by applicable federal, state or local law.

    This practice applies to all terms and conditions of employment including, but not limited to, hiring, training, compensation, benefits, promotions, transfers, layoff, Company-sponsored education, social and recreational programs, and treatment on the job.  If you have a disability or handicap and would like us to accommodate you in any reasonable way, please inform your recruiter so that we can discuss the appropriate alternatives available.


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