Clinical Trial Internal Controls Manager

University of Chicago • Chicago, IL

4d • $75,000 - $100,000 • Remote

About The Position

The Office of Clinical Research (OCR) is dedicated to supporting the infrastructure for the management and administration of clinical research at The University of Chicago as well as individual research programs with the goal of improving communication, consistency and collaboration across the Biological Sciences Division and UChicago Medicine. The mission of the OCR is to catalyze clinical research by providing expertise, resources, infrastructure, and systems that facilitate clinical research operations and enable collaboration across the enterprise while promoting compliance and human subject protection on behalf of our diverse community of patients and volunteers. The job provides professional support for pre-award and/or post-award activities relating to grant and contract proposals and funding within a department or unit. Pre-award activities include research, preparing applications, and editing proposals. Post-award activities include compliance monitoring, payment processing, and salary allocations. Performs work with moderate guidance and utilizes knowledge of University and business drivers. The Clinical Trial Internal Controls Manager oversees financial integrity and data compliance for Clinical Trial Post Award Management. The role supports the Clinical Trial Financial Group (CTFG) within the Office of Clinical Research for the Biological Sciences Division.

Requirements

• Minimum requirements include a college or university degree in related field.
• Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

Nice To Haves

• Bachelor’s Degree or Advanced Degree.
• Previous financial experience.
• Working knowledge in Oracle, Business Objects, Orbit and academic medical operations.
• An understanding of fund accounting principles, federal and major non-federal post-award policies, allowable cost policies, receivables, and fundamental academic medical research accounting principles.
• Strong computer skills including word processing, database management, and spreadsheet skills.
• Excellent verbal and written communication skills.
• Attention to detail.
• Flexible and adaptable.
• Knowledge of general accounting standards and auditing.
• Strong organizational skills.
• Sound financial and analytic skills.
• Research issues and propose solutions to problems.
• Demonstrated initiative in improving processes and enhancing systems.
• Exercise sound judgment, discretion and tact.
• Exceptional time management skills and the ability to handle multiple, concurrent tasks within deadlines.
• Work with individuals from across the division and University.
• Proficient in research methods and funding sources.
• Expertise with clinical trials.
• Background with federal and non-federal regulations for grant management.
• Proficiency with fund accounting.
• Familiarity with federal and non-federal grant and contract policies.

Responsibilities

• Serves as a primary account administrator for reduced Clinical Trial Portfolio.
• Develop and maintain standard operating procedures for Clinical Trial Receivables Management.
• Manages the full AR lifecycle for Clinical Trial billing, including invoicing, collections and payment application.
• Manage Sponsor & CRO bill plans by initiating Oracle Customer Relationship updates for Bill To third party payors.
• Enforces timely and accurate invoice receipting in adherence to Clinical Trial Agreements and internal policies.
• Reviews Aging Open balances on the AR Aging Detail Report in Oracle for Clinical Trial payment receipting and application.
• Proactively address overdue AR invoices within Oracle.
• Identify Accounts Receivables control deficiencies and recommend areas for process improvement when Billing Errors arise.
• Manages Credit Memo submissions and corrections.
• Provides support for internal and external audits through documentation, and university reporting mechanisms.
• CTFG lead contact for external stakeholders regarding payment issues for receipting.
• Develop and implement efficient AR workflows and billing systems.
• Establish and enforce internal controls for receivables management.
• Provide training on clinical trial billing processes and systems.
• Ensure data integrity across the Oracle financial system and the Clinical Trial Management System (CTMS).
• Manages check and wire-transfer deposits and earnings invoicing for all trials within the division.
• Provides guidance for team members to maintain accurate accounts receivable and payable data in Oracle and CTMS.
• Facilitates timely reconciliation and close-out of terminated clinical trials.
• Communicates regularly with study staff on accrual tracking via CTMS reporting.
• Develops a working knowledge of university policies and procedures as it relates to reporting and receivables collection.
• Creates and maintains excel spreadsheets and databases as necessary to validate reporting modifications.
• Applies logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
• Collects, interprets, and performs routine analyses of receivables data.
• Act as a resource to team members on accounts receivable systems or other financial and budgetary data.
• Collaborates with research administration, grants management, and revenue cycle teams to resolve complex issues related to research revenue claims or payment delays.
• Working with internal research finance, grants management, and clinical trials offices to resolve research account discrepancies.
• Participates and may lead in training sessions, performing audits, and promoting an understanding of internal procedures, policies, and expectations.
• Seeks new avenues for funding and grant opportunities and ensures that notices of relevant opportunities are brought to faculty attention.
• Works with sponsors to draft proposal budgets in accordance with University needs, with a moderate level of guidance.
• Handles straightforward post-award activities including account creations, regulatory and compliance monitoring, salary allocations, effort reporting, grant projections, cost allocations, cost center charges, equipment inventory, invoice preparation, grants and contracts.
• Performs other related work as needed.

Benefits

• The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off.
• Information about the benefit offerings can be found in the Benefits Guidebook .

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 5,001-10,000 employees