Senior Research Administration Associate - Clinical Trial Finance

Summary

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

The position acts as a critical link between investigators, sponsors, and internal teams to ensure compliance with institutional and federal regulations while maintaining financial accuracy and transparency. By managing complex contracts and financial operations with precision, the role supports clinical research that advances patient care and scientific innovation.

Employees with CRA certification are eligible for certification pay.

Position is able to largely work remotely after initial training, but will be expected to periodically come into the office for business meetings, training, and similar events.

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 comprehensive 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.
• Perform other job-related duties as assigned.

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

• Minimum of four years of relevant experience in research administration or financial management.
• 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.

• Bachelor’s degree in accounting, business, healthcare/research administration, or related field
• 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

This position is not eligible for visa sponsorship. Candidates must be legally authorized to work in the United States at the time of application and throughout the duration of employment.

Baylor College of Medicine is an Equal Opportunity/Affirmative Action/Equal Access Employer.