What are the responsibilities and job description for the Clinical Trials Finance Specialist position at North Florida Foundation for Research and Education?
SUMMARY
The Clinical Trials Finance Specialist manages key financial operations for clinical research studies conducted through the Clinical Trial Center (CTC). Responsibilities include sponsor invoicing, accounts receivable, payment reconciliation, Clinical Trial Management System (CTMS) oversight, and financial analysis. This position works closely with study coordinators, the Clinical Research Manager, and other team members to ensure accurate financial tracking, timely revenue collection, and effective financial management throughout the study lifecycle.
DUTIES AND RESPONSIBILITIES
- Prepare and distribute sponsor invoices in accordance with study budgets, contract terms, payment schedules, and documented billable activities.
- Maintain invoice support documentation and address sponsor and contract research organization (CRO) inquiries, billing discrepancies, and invoice disputes.
- Monitor accounts receivable, track overdue invoices, and follow up on outstanding sponsor payments.
- Record sponsor payments in QuickBooks Online (QBO) and reconcile payments against invoices, CTMS records, and supporting financial documentation.
- Investigate and resolve payment discrepancies, unapplied funds, short payments, and other financial variances in coordination with appropriate personnel.
- Prepare and analyze financial reports covering study budgets, revenue, invoicing, collections, outstanding receivables, and budget-to-actual performance.
- Evaluate study financial performance, identify trends and variances, and provide information to support financial planning and management decisions.
- Maintain accurate financial records and identify opportunities to improve CTMS workflows, revenue capture, billing accuracy, and financial procedures.
- Collaborate with study coordinators, the Clinical Research Manager, and other personnel to resolve financial and documentation issues.
- Develop and maintain clinical trial budgets by reviewing study procedures, sponsor contracts, payment schedules, and anticipated revenue.
- Review study budgets and contract terms to ensure accurate financial setup, billing, and ongoing tracking.
- Monitor the CTMS to ensure study visits, procedures, and other billable activities are accurately documented and captured for invoicing.
- Identify and resolve missing or incomplete study documentation that may affect billing accuracy or revenue collection.
- Perform other related duties as assigned by management.
SUPERVISORY RESPONSIBILITIES
This position has no supervisory responsibilities.
QUALIFICATIONS
- Bachelor's degree from an accredited four-year college or university, or four years of related experience and/or training, or an equivalent combination of education and experience.
- Two to five years of experience in accounting, budgeting, invoicing, accounts receivable, payment reconciliation, clinical trial finance, or related financial operations required.
- Proficiency with Microsoft Office applications, particularly Excel, and the ability to learn and use the organization's CTMS and QuickBooks Online.
PREFERRED QUALIFICATIONS
- Experience with QuickBooks Online or other accounting software.
- Experience developing budgets and analyzing financial performance.
- Experience with invoicing, accounts receivable, payment reconciliation, and financial reporting.
- Experience in clinical research or clinical trial financial operations.
- Familiarity with financial documentation, internal controls, and recordkeeping.