Clinical Research Budget and Billing Program Manager

UVA Health•Charlottesville, VA

About The Position

The Clinical Research Budget and Billing Program Manager leads UVA’s clinical research budgeting and billing program to support compliant, efficient, and financially sound clinical trial operations. The role provides program oversight, education, and operational support across UVA, and maintains expertise in applicable regulations, coverage rules, and institutional policies. The manager oversees clinical research coverage analyses, sponsor budget development and negotiation, research billing, OnCore financial builds, sponsor invoicing, audits, and study financial performance. The position manages and supports research billing staff, maintains an assigned study portfolio, and provides backup support as needed. It also develops training, policies, procedures, performance metrics, and a charge master for non-medical research services, while partnering with CTU and CTO leadership, investigators, study teams, and institutional stakeholders to resolve complex issues and improve clinical research operations. This is an exempt, benefited, restricted position. The University requires applicants to be currently authorized to work in the United States and will not sponsor or consider candidates requiring employment visa sponsorship now or in the future. The position remains open until filled.

Requirements

Bachelor’s degree required.
At least 4 years of relevant professional experience required.
Clinical Research Coordinator (CCRC) and/or Certified Research Professional (CCRP) certification required within one year of hire.
Must be currently authorized to work in the United States; the University will not sponsor or consider candidates requiring employment visa sponsorship now or in the future.

Nice To Haves

At least 7 years of clinical research experience with progressively increasing responsibility, including research finance management, clinical trial portfolio oversight, hiring and training research financial staff, and performance management.
Experience with research systems such as EPIC, OnCore, and Huron.

Responsibilities

Lead UVA’s clinical research budgeting and billing program, providing oversight, education, and support.
Maintain expertise in CMS and FDA requirements, Medicare coverage rules, Federal Anti-Kickback laws, HIPAA, and institutional policies.
Perform and oversee coverage analyses to determine appropriate billing of protocol-required services to sponsors, research accounts, third-party payers, or other sources.
Develop and negotiate clinical trial budgets for industry-sponsored trials, grants, and consortium studies, capturing personnel effort, clinical procedures, non-procedural costs, institutional fees, and invoiceable services.
Serve as a primary contact for pharmaceutical companies, biotechnology companies, and CROs in partnership with CTU leadership; assess study opportunities and help match protocols with appropriate Principal Investigators.
Manage and support research billing staff, including coverage analysis and second-pass review of study-related charges in Epic; ensure charges follow approved coverage analyses, regulations, and policies.
Oversee OnCore calendar and financial console builds for study financial management, invoicing, and cost recovery; train study teams to use these tools.
Manage sponsor invoicing to ensure accurate and timely invoices when contractual milestones are met.
Maintain an assigned study portfolio and provide backup support for budgeting, coverage analysis, billing, and invoicing as needed.
Conduct research billing audits, identify compliance or operational gaps, and implement corrective actions at study, departmental, and institutional levels.
Develop and deliver training for investigators and research staff on budgeting, billing, coverage analysis, and financial processes.
Develop and maintain a clinical research charge master for non-medical research services.
Develop and monitor performance metrics for trial activation, budgeting, billing, invoicing, CTU utilization, staff effort, cost recovery, and financial performance.
Identify inefficiencies, standardize processes, and implement improvements to compliance, turnaround time, transparency, and financial performance.
Develop and maintain policies and procedures for clinical research budgeting, billing, coverage analysis, and financial management.
Partner with CTU and CTO leadership, study teams, investigators, and institutional stakeholders to resolve complex issues and improve clinical research operations.