Senior Clinical Trial Finance Specialist

Cardiovascular Associates of America•Celebration, FL

About The Position

The Senior Clinical Trial Finance Specialist supports end-to-end financial management of sponsored clinical trials across the CVRS Clinical Research Network. The role independently manages pre-award and post-award financial activities for an assigned portfolio of studies, including protocol and sponsor budget review, study budget development and negotiation, financial setup in REALTIME CTMS, monthly billing, billing quality control, invoiceable-item coordination, payment reconciliation, and financial closeout. The specialist reports to the Finance Manager and collaborates with research operations, contracting, research sites, participating practices, and sponsor/CRO finance representatives to ensure financial terms are accurately implemented and earned research revenue is timely and appropriately captured. The position reviews study documents, develops and negotiates site budgets, configures and validates study finances in the CTMS, performs monthly billing and invoice quality control, tracks invoiceable activities, reconciles payments, maintains financial records, supports periodic reconciliations, and completes closeout reconciliations. It also serves as a resource for clinical trial budget and billing questions and supports consistent processes and workflow improvements across the research network.

Requirements

Bachelor's degree in finance, accounting, business, healthcare administration, clinical research, or a related field, or equivalent relevant experience.
At least 3 years of experience in clinical trial finance, clinical research budgeting, research administration, or a closely related function.
Demonstrated experience developing and/or negotiating clinical trial budgets.
Experience with post-award clinical trial billing, invoicing, or financial reconciliation.
Ability to interpret clinical trial protocols, schedules of events, budgets, and financial terms.
Strong analytical, organizational, and reconciliation skills, with exceptional attention to detail.
Strong Excel skills and comfort working with financial data.
Ability to independently manage multiple studies, deadlines, and financial workstreams.
Strong written and verbal communication skills.

Nice To Haves

Experience managing both pre-award and post-award clinical trial financial activities.
Experience with REALTIME CTMS or another clinical trial management system.
Experience with sponsor/CRO invoicing and payment portals.
Experience within a multi-site clinical research network, site organization, health system, or similar research environment.
Familiarity with Medicare Coverage Analysis and clinical trial billing compliance.

Responsibilities

Review clinical trial protocols, schedules of events, sponsor budgets, and supporting documents to identify financial requirements and costs.
Develop comprehensive site budgets based on protocol-required visits, procedures, staffing, administrative requirements, and operational costs.
Independently negotiate clinical trial budgets with sponsors and CROs within organizational parameters and document negotiations and final terms.
Identify study costs that are not adequately represented in sponsor budgets, including startup activities, administrative fees, screen failures, unscheduled visits, pharmacy and laboratory activities, annual fees, closeout costs, record retention, and pass-through expenses.
Partner with research operations and participating practices to validate protocol requirements, resource needs, and associated costs.
Translate executed budgets and payment terms into financial configurations in REALTIME CTMS, including visit budgets, procedures, milestones, invoiceable items, fees, pass-through expenses, and payment schedules.
Perform quality control of study financial setup against executed agreements and budgets before activation, and maintain configurations as amendments or budget changes occur.
Complete monthly billing for an assigned portfolio and review participant and study activity to identify billable events.
Coordinate and prepare invoices for contractually invoiceable items, including fees, milestones, procedures, pass-through expenses, and other applicable items.
Track submitted and outstanding invoiceable items and obtain supporting documentation from research teams.
Quality-check billing before invoice submission against REALTIME, executed budgets, payment terms, participant activity, and supporting documentation.
Identify and resolve missed or duplicate charges, incorrect rates, and other billing discrepancies; ensure billing complies with contractual terms.
Review sponsor and CRO payments against expected revenue and submitted invoices and reconcile payments to study activity.
Investigate missing, incomplete, delayed, or incorrectly allocated payments with sponsor/CRO finance contacts and internal stakeholders.
Maintain accurate study financial records and support reporting on expected revenue, invoiced amounts, payments, outstanding invoiceable items, receivables, and unresolved discrepancies.
Support monthly and quarterly research financial reconciliation and identify potential revenue leakage.
Complete study-closeout financial reconciliation to confirm visits, procedures, milestones, fees, invoiceable activities, invoices, and payments are captured and resolved.
Serve as a resource for clinical trial budget and billing questions and support consistent finance processes and workflow improvements across the research network.