Specialist-Budget Contract

Job Summary

• The Budgeting, Billing, and Contracting Coordinator is responsible for overseeing the development,
• negotiation, execution, and financial management of research study contracts and budgets to ensure
• accurate revenue capture. This role analyzes and finalizes site budgets, prepares and submits sponsor
• invoices, tracks research revenue, reconciles payments, and maintains contract documentation while
• ensuring full compliance with sponsor, federal, Medicare Cost Analysis, and institutional guidelines.
• Operating at a mid-level individual contributor capacity, the position supports the entire research portfolio
• across the health system and directly impacts research revenue integrity, timely cash collections, and
• regulatory compliance. The role collaborates closely with Legal, Finance, Privacy & Security, research
• clinics, study teams, and external sponsors, exercising independent judgment on complex contract terms,
• budgeting decisions, and billing resolutions.

Responsibilities

• Analyzes, develops, negotiates, and finalizes site budgets and sponsor contracts for industry- and
• federally-funded research studies.
• Serves as primary liaison between internal departments including Legal, Finance, and Privacy &
• Security and external sponsors or research organizations.
• Ensures all contracts and budgets comply with internal policies, federal regulations, Good Clinical
• Practice (GCP) guidelines, and sponsor requirements.
• Maintains accurate contract documentation and tracking within the Clinical Trial Management
• System (CTMS) and related systems.
• Prepares, tracks, and submits sponsor invoices in accordance with contract terms and Medicare
• Cost Analysis guidelines.
• Monitors research revenue, reconciles payments received, and follows up on outstanding
• balances to optimize cash flow.
• Maintains accurate billing schedules and ensures timely invoicing to prevent revenue delays.
• Records and maintains financial documentation for invoices, payments, and research-related
• expenses.
• Supports month-end and quarter-end close processes and assists with preparation of financial
• reports and KPI tracking.
• Performs quality checks and audits to verify contract terms, billing accuracy, and overall
• compliance.
• Builds and maintains strong working relationships with research clinics, sponsors, and internal
• study teams.
• Provides responsive support and clear communication on contract status, billing timelines, and
• revenue tracking to leadership and study teams.
• Completes assigned goals and other duties as assigned.

Minimum Required

3 years of progressive experience in contract administration, contract analysis, procurement, purchasing, budgeting, billing, financial coordination, or program/project management. Demonstrated experience with vendor/supplier negotiations, contract terms, pricing, quotes, bids, or purchasing agreements. Experience managing financial activities such as budgeting, accounts payable/receivable, invoicing, revenue tracking, cash flow, financial reporting, or reconciliation.

Demonstrated ability to manage multiple projects, competing priorities, deadlines, and stakeholders in a fast-paced environment. Experience serving as a liaison between internal departments, external vendors/clients, customers, or business partners. Demonstrated ability to analyze information, identify issues, resolve discrepancies, and make sound business decisions. Experience maintaining accurate documentation, financial records, contracts, purchase orders, invoices, or other business records.

Clinical research, healthcare finance, pharmaceutical, CRO, or sponsor billing experience is preferred but may be substituted by demonstrated transferable experience in contract management, financial administration, procurement, or business operations. Candidates who do not possess direct clinical research experience may be considered if they demonstrate strong analytical, financial, negotiation, organizational, and learning capabilities and are willing to complete required training.

Preferred/Desired

Experience working in healthcare finance and/or pharmaceutical industry. Experience working with federal grants. CRO experience.

Education

Minimum Required

Bachelor's Degree in related field or equivalent work experience.

Preferred/Desired

Bachelor's Degree in related field.

Training

Willingness and ability to complete required clinical research, CTMS, compliance, Medicare Cost Analysis, and institutional training within the required timeframe. Training will be provided to the selected candidate on clinical research processes, sponsor billing, Velos CTMS, Medicare Cost Analysis, and applicable institutional requirements, as appropriate.

Minimum Required

Preferred/Desired

Special Skills

Minimum Required

Strong financial and analytical skills with the ability to understand budgets, invoices, revenue, expenses, and financial documentation. Ability to read, interpret, and negotiate basic contract terms and pricing agreements. Strong negotiation, problem-solving, and decision-making skills. Strong project management and organizational skills with the ability to manage multiple priorities and deadlines. Excellent written and verbal communication skills.

Demonstrated ability to build and maintain effective relationships with internal and external stakeholders. Proficiency in Microsoft Excel, Word, and PowerPoint. Ability to learn new systems, processes, regulations, and industry-specific requirements quickly. Strong attention to detail and commitment to accuracy, compliance, and revenue integrity

Preferred/Desired

Licensure

Minimum Required

Preferred/Desired