Accounting and Administrative Specialist

PhaseWell Research•Toms River, NJ

About The Position

- Clinical Trial Finance & Administrative Support Maintain and update sponsor, contract, and study budget information within financial tracking systems during study start-up and amendments. Prepare and record sponsor invoices based on study milestones, participant visits, and other invoiceable activities in accordance with study budgets. Review clinical trial contracts and budgets to ensure accurate financial tracking and billing alignment Track participant stipends, reimbursements, and study-related payments. Maintain vendor information and documentation when establishing new vendor relationships. Assist corporate accounting with vendor invoices, payments, and financial documentation related to clinical trials. Maintain accurate financial documentation for study activities to support sponsor reporting and internal financial oversight. Coordinate with the corporate Staff Accountant and Controller on reconciliations and financial reporting. Support month-end close activities related to site-level study finances. Assist corporate accounting with external audit preparation and documentation as needed. - Front Desk & Participant Coordination Greet and check in clinical trial participants in a professional and welcoming manner. Schedule, confirm, and manage study visit appointments. Answer phone calls and respond to participant inquiries regarding study visits and scheduling. Collect, organize, and maintain required participant paperwork and documentation. Support communication between participants, research coordinators, and investigators. Maintain accurate participant records in scheduling or research systems. Help maintain a clean, organized, and professional front desk and reception environment.

Requirements

High school diploma or GED required.
1+ year of experience in an administrative, accounting, or medical office role preferred.
Experience working with spreadsheets and basic accounting or bookkeeping processes preferred.
Strong organizational skills with high attention to detail.
Ability to manage multiple tasks and priorities in a fast-paced environment.
Friendly and professional customer service skills for interacting with study participants.
Strong written and verbal communication skills.
Proficiency with Microsoft Office and spreadsheet-based financial tracking tools.
Ability to maintain confidentiality and handle sensitive financial and participant information in compliance with HIPAA and company policies.
Willingness to learn clinical trial financial processes, systems, and sponsor billing requirements.

Nice To Haves

Associate degree or coursework in accounting, business administration, healthcare administration, or a related field preferred.
Experience in clinical research, medical offices, or healthcare billing systems is a plus but not required.

Responsibilities

Maintain and update sponsor, contract, and study budget information within financial tracking systems during study start-up and amendments.
Prepare and record sponsor invoices based on study milestones, participant visits, and other invoiceable activities in accordance with study budgets.
Review clinical trial contracts and budgets to ensure accurate financial tracking and billing alignment
Track participant stipends, reimbursements, and study-related payments.
Maintain vendor information and documentation when establishing new vendor relationships.
Assist corporate accounting with vendor invoices, payments, and financial documentation related to clinical trials.
Maintain accurate financial documentation for study activities to support sponsor reporting and internal financial oversight.
Coordinate with the corporate Staff Accountant and Controller on reconciliations and financial reporting.
Support month-end close activities related to site-level study finances.
Assist corporate accounting with external audit preparation and documentation as needed.
Greet and check in clinical trial participants in a professional and welcoming manner.
Schedule, confirm, and manage study visit appointments.
Answer phone calls and respond to participant inquiries regarding study visits and scheduling.
Collect, organize, and maintain required participant paperwork and documentation.
Support communication between participants, research coordinators, and investigators.
Maintain accurate participant records in scheduling or research systems.
Help maintain a clean, organized, and professional front desk and reception environment.