Summary

The Research Administration Associate – Clinical Trial Billing and Finance is responsible for managing the financial activities of clinical research studies in the Center of Research Advancement (CRA) for the Departments of Pediatrics and other supported TCH Departments. This position ensures accurate and compliant handling of all financial activities, including pre-award tasks such as cost analysis and budget development, as well as post-award responsibilities like invoicing, payment tracking, account reconciliation, and financial reporting.

Employees with CRA certification are eligible for certification pay.

The role is eligible for a hybrid work arrangement after completing onboarding and training on site (typically about 6 months).  Employees working a hybrid schedule may be asked to attend in person meeting and trainings. 

Job Duties

Pre Award Activities

• Conduct coverage analysis and cost assessments.
• Develop and negotiate study budgets.
• Support financial setup and resource allocation for new studies.
• Participate in study feasibility and related meetings, providing expertise in budgeting and financial management to ensure accurate cost projections and compliance with institutional and sponsor requirements.
• Serve as the primary point of contact for budget development, ensuring alignment with study requirements and facilitating efficient study execution and accurate billing processes. 

Post Award Financial Management

• Oversee financial activities for active clinical trials, including expense tracking and account reconciliation.
• Prepare and submit invoices for protocol-related items, study visits, pass-through costs, and patient-related expenses.
• Manage internal invoices for staff time and effort allocation.
• Track billed invoices, follow up with sponsors, and record payments in CTMS Finance Module.
• Prepare financial reports for CRA, Department leaders and stakeholders.

Reporting and Compliance

• Generate monthly financial reports using SAP, BRAIN, CTMS, and contract tracking systems.
• Review research expenditures for accuracy prior to sponsor billing.
• Maintain budget data in CTMS and ensure compliance with billing policies and federal regulations.
• Assist in developing and maintaining SOPs and procedural guidelines. 

Study Close Out

• Evaluate study trials for financial closure and perform final billing reconciliation.
• Review contract terms and Principal Investigator (PI) agreements to ensure all financial obligations, deliverables, and compliance requirements are met prior to study closure. 

Other Duties

• Participate in process improvement initiatives including developing and maintaining SOPs and procedural guides.
• Maintain data of all active, pending, and closed RRO clinical trials.
• Serve as an information resource related to grants and contracts for faculty, fellows, and staff.
• Perform additional tasks as assigned. 
   

Minimum Qualifications

• Bachelor's degree.  Certified Research Administrator certification through the Research Administrators Certification Council (RACC) may substitute for the degree requirement.
• Two years of relevant experience.

Preferred Qualifications

• Bachelor’s degree in accounting, business, healthcare/research administration
• Experience in research administration or financial management
• Certified Research Administrator (CRA) certification from the Research Administrators Certification Council
• Direct experience in clinical trial billing, budgeting, or study management
• Prior experience in an academic or clinical research setting
• Familiarity with accounting principles and pre-/post-award management 
• Strong attention to detail and data integrity
• Ability to interpret and manage complex research contracts
• Excellent communication skills for internal and external stakeholders such as faculty members, coworkers, support staff throughout the institution, and pharmaceutical company representatives