Clinical Research Contract & Finance Manager

The Clinical Research Contract & Finance Manager completes the responsibilities listed below. The role will work directly with the Clinical Research Administrative team with limited supervision by the Clinical Research Director. They will ensure that responsibilities are completed in a timely, consistent and up-to-date manner.

This position is hybrid and requires 1 day on-site each week.

Responsibilities:

Contracting

• Negotiates all initial clinical trial contracts, budgets, and agreements within 90 days of receipt and ensures initial redlines are sent back within 14 days
• Renegotiates established contracts, budgets, and agreements as needed
• Obtains signature executions on all contracts, budgets, and agreements and returns to sponsor or vendor within 7 days of finalization.
• Performs quality assurance and control on all contracts, budgets, agreements and document repository
• Reviews and determines budget amendment requests necessity and completed those requests as necessary
• Negotiates master service agreements with all sponsors, CROs, and third parties that self-renew with built-in inflation increase language
• Requests and negotiates new and renewing vendor account and third-party contracts and financial agreements based on department needs (labs, pathologists, specialists, advertising, etc.)
• Executes and renews vendor account contracts as assigned
• Establishes blanket service agreements that self-renew annually as needed for all offices and business associates of AARR
• Provides completed contracts to administrative team to initiate study start-up process
• Ensure the research rate card is current in accordance with Fair Market Value, and performs annual evaluation costs against industry benchmarks
• Maintains accurate document management on all contracts, budges, and agreements, to include both clean and fully executed versions for all
• Works with various staff members, coordinators, department managers, physicians and vendors to understand impacts and requirements of new study protocols
• Cultivates positive relationships with Sponsors/CROs and vendors to understand processes and create mutual opportunities for improvement
• Seeks and vet's new opportunities for the finance department through partnership with new technology and education in order to achieve company and department goals and objectives
• Creates new processes and solutions as needed

Finance

• Oversees the CTMS as the administrator
• Assists new staff with using CTMS system and educates on current and new processes
• Ensures all budgets, costs, vendors, staff and facilities are accurate at all times in CTMS
• Performs quality assurance and control on all entries into the system, including study builds, study set-up, and patient profiles
• Monitors financial activity for accuracy within the CTMS and is needed investigates erroneous sponsor payments due to entry errors on both site and sponsor side
• Working with Clinical Research Manager to enforce compliance in regards to CTMS errors discovered by specialist
• Oversees financial accounting within the CTMS, QuickBooks and ccPay
• Investigates and reconciles all payment posting that is not done by Accounting Specialist
• Ensure all vendors are paid in a timely manner
• Ensures all AP & AR are entered in QuickBooks under correct class and account
• Monitors ccPay accuracy and approves fund transfers
• Ensure the aging report balance remains below 100k for any payment over 120 days old
• Ensures payments received and paid are entered in CTMS in a timely manner
• Reviews and monitors all AP & AR entered in QuickBooks and CTMS to ensure accuracy, and performs quarterly audits to identify any errors
• Reviews monthly and quarterly reports for accuracy and issues approval for all payments as required to patients, staff members, vendors, third parties, and business associates
• Ensures reconciliation of bank statements, QuickBooks, and clinical conductor is completed within 3 weeks at the end of every month
• Reports
• Negotiated budget cost vs profits
• Negotiation efficiency and turnaround times
• budget increase rates from initial offers
• AP/AR for all accounts
• QuickBooks including P&L
• Forecasting
• Provider, Staff, Vendor payments
• Aging payments and invoices
• Contingency funds
• Unused funds
• Performs Quality Assurance on Bank Statement with QuickBooks and CTMS monthly
• Creates quarterly reports for provider and staff payments
• Creates patient referral report for Provider Referral payments
• Management
• Direct manager for Accounting Specialist and responsible for performance reviews and general management duties
• Responsible for Accounting Specialist oversight as well as their efficient and accurate job performance for all duties listed on job description
• Perform any tasks of the Accounting Specialist to ensure all work is completed, as workload volume demands
• Additional duties as assigned by the Director of Clinical Research

• Bachelor's degree
• Knowledge of clinical research and medical terminology
• 5 years experience in finance, contract and/or negotiating
• Self starter and can work independently
• Strong computer skills with Excel, Microsoft Word, Clinical Conductor
• Excellent written and verbal communication
• Must be detail oriented and organized
• Capable of working in a fast pace environment and be flexible
• Ability to sit at a desk for entire work day (10 hours)
• Prior management experience preferred