Program Coordinator, Neurology

UT Southwestern Medical Center • Dallas, TX

2d

About The Position

UTSW is seeking an experienced Program Coordinator to support the Clinical Trials team within the Department of Neurology. This role provides end-to-end administrative and financial support across both pre-award and post-award phases of clinical trial activity. The Program Coordinator will work closely with the research teams and external partners to ensure contracts, financial processes, and study documentation are managed accurately and timely execution of study-related tasks.
On the pre-award side, this position will support contract and agreement processes by uploading Confidential Disclosure Agreements (CDAs) into the eAgreements system, reviewing, and uploading contract amendments, and sending intake forms to collect start-up fees. The Program Coordinator will compile and share start-up fee information with PIs for review and approval, update and maintain the Clinical Trial Agreement (CTA) tracker, and assist with follow-up emails and status inquiries related to contract execution and approvals.
The Program Coordinator will also play a key role assisting with post-award activities, including issuing invoices and responding to invoice-related inquiries, tracking and monitoring accounts to ensure timely payments, and preparing financial forecast analysis for clinical trial studies. The role will also facilitate award closeouts, ensuring that all financial data is accurate, complete, and consistent with award terms. This role will also be responsible for reviewing and approving hospital charges through PeopleSoft Interdepartmental Request (IDR).
This position is integral to the successful administration of clinical trials and requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a collaborative, fast-paced research environment,

Requirements

• Bachelor's Degree In Business Administration, Health Care Administration, Education/Social Science, or related field
• 5 years Experience in appropriate field or
• May consider additional years of experience in lieu of education.

Responsibilities

• Upload Confidential Disclosure Agreements (CDAs) into the Institutional system.
• Review, process, and upload contract amendments.
• Distribute intake forms to collect clinical trial start-up fees and share fee details with PIs for review and approval.
• Maintain and update the Clinical Trial Agreement (CTA) tracker to ensure accurate and current study records.
• Assist with follow-up communications, including status inquiries related to contracts, approvals, and study start-up activities.
• Issues invoices and handle any invoice-related queries.
• Tracks and monitor accounts for timely payments.
• Prepares and conducts financial forecast analysis for clinical trial studies.
• Facilitate award closeouts and ensure the financial data is consistent and accurate.
• Review and approve hospital charges through Institutional Systems.
• Responsible for design, execution, and effectiveness of system of internal controls, which provides reasonable assurance that operations are effective and efficient, assets are safeguarded, and financial information is reliable.
• Ensures compliance with applicable laws, regulations, policies, and procedures.
• Reads literature and attends functions to keep abreast of relevant scientific and technical developments related to program.
• May provide supervision to staff members.
• Performs other duties as assigned.

Benefits

• PPO medical plan, available day one at no cost for full-time employee-only coverage
• 100%25 coverage for preventive healthcare-no copay
• Paid Time Off, available day one
• Retirement Programs through the Teacher Retirement System of Texas (TRS)
• Paid Parental Leave Benefit
• Wellness programs
• Tuition Reimbursement
• Public Service Loan Forgiveness (PSLF) Qualified Employer

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level