UNIV - Grants Administrator II (Neurology Clinical Research Administration) - Department of Neurology

Reporting to the Vice Chair for Finance & Administration with day-to-day operational oversight from the Finance Manager, this position manages all financial aspects of the Department of Neurology’s clinical research portfolio, including industry-sponsored studies, federally funded clinical research, foundation awards, and investigator-initiated clinical studies.

The Clinical Trial Finance Manager partners closely with Principal Investigators (PIs), study coordinators, the Office of Clinical Research (OCR), Office of Research and Sponsored Programs (ORSP), Grants and Contracts Accounting (GCA), and sponsors to ensure effective financial stewardship throughout the entire lifecycle of each clinical study.

Responsibilities

• Clinical Trial Budget Development & Study Start-Up (30%)
  • Serve as the financial lead during study startup and award establishment.
  • Develop and negotiate clinical trial budgets with sponsors in collaboration with OCR.
  • Evaluate financial feasibility and advise Principal Investigators regarding study profitability and resource requirements.
  • Review Prospective Reimbursement Analyses (PRAs) and compare budgets against contracts to ensure consistency.
  • Prepare budget justifications and assist with grant applications.
  • Submit Internal Processing Forms (IPFs) and coordinate study activation.
  • Collaborate with OCR, ORSP, GCA, sponsors, and study teams throughout startup.
  • Coordinate financial implementation for new studies including Workday setup, cost centers, billing plans, and financial tracking.
• Clinical Trial Financial Management (25%)
  • Serve as the primary financial administrator for the Department’s clinical research portfolio, managing over 70 active clinical trials valued at approximately $13 million.
  • Monitor study expenditures, revenues, salary allocations, participant payments, subcontract activity, and sponsor receivables.
  • Establish and maintain study financial records within Workday.
  • Review expenditures for sponsor and institutional compliance.
  • Coordinate invoicing for startup fees, milestone payments, enrollment payments, administrative fees, pass-through costs, and study closeout payments.
  • Monitor accounts receivable and ensure timely collection of sponsor payments.
  • Identify financial risks and recommend corrective actions to investigators and leadership.
  • Process award amendments, protocol revisions, carryovers, no-cost extensions, and financial modifications.
• Financial Reporting, Forecasting & Portfolio Analysis (15%)
  • Develop monthly and quarterly financial reports for PIs and department leadership.
  • Conduct budget-to-actual analyses and spending forecasts.
  • Analyze enrollment trends and study financial performance.
  • Develop financial projections based on enrollment, staffing, sponsor revenue, and study timelines.
  • Present portfolio performance to investigators, research leadership, Finance leadership, and department administration.
  • Develop and maintain dashboards utilizing Microsoft Excel and Workday reporting tools.
  • Recommend opportunities to improve financial performance and operational efficiency.
• Clinical Trial Operations & Billing Oversight (15%)
  • Collaborate with research coordinators to ensure protocol-required activities are billed appropriately.
  • Monitor internal recharge activity, hospital charges, and sponsor billable events.
  • Provide financial guidance and training to PIs and coordinators.
  • Assist with implementation of departmental standard operating procedures.
  • Maintain working knowledge of sponsor regulations and institutional policies.
• Study Closeout & Compliance (10%)
  • Coordinate financial closeout activities for completed clinical studies.
  • Review study milestones to ensure all earned revenue has been invoiced.
  • Coordinate residual balance transfers and closeout with GCA.
  • Prepare journal entries and financial reconciliations.
  • Assist with quarterly effort reporting and compliance monitoring.
  • Ensure accurate documentation supporting sponsor audits and institutional reviews.
• Strategic Initiatives & Process Improvement (5%)
  • Develop process improvements that enhance reporting accuracy, efficiency, and customer service.
  • Participate in departmental strategic planning initiatives.
  • Utilize Microsoft Copilot and other automation tools to streamline workflows.
  • Participate in institutional committees, professional development, and research administration training.
  • Perform other duties as assigned.

Requirements

Minimum Training and Experience: A bachelor's degree in business administration, public administration, or the social sciences and four years of experience in contracts and grant administration activities.

Preferred Qualifications

• Bachelor’s degree in Business Administration, Finance, Accounting, Public Administration, Healthcare Administration, or related field.
• Five (5) years of experience in sponsored research administration, clinical research finance, grants administration, or financial management.
• Experience negotiating clinical trial budgets with industry sponsors.
• Experience managing NIH, federal, foundation, and industry-sponsored awards.
• Experience with clinical trial financial management and study lifecycle administration.
• Experience using WorkDay, Cayuse, OnCore, or similar research administration systems.
• Experience creating financial reports and dashboards.

Skills

• Advanced Microsoft Excel skills, including Pivot Tables, XLOOKUP, financial modeling, and complex formulas.
• Strong financial analysis, forecasting, budgeting, and reporting skills.
• Demonstrated ability to independently manage a large and diverse sponsored research portfolio.
• Strong understanding of clinical trial budgeting principles and sponsor payment structures.
• Excellent verbal and written communication skills.
• Ability to effectively present financial information to investigators and leadership.
• Strong organizational, analytical, and project management skills.
• Ability to prioritize competing deadlines in a fast-paced academic medical center.
• Ability to build collaborative relationships across multidisciplinary teams.
• Commitment to providing exceptional customer service while maintaining regulatory and financial compliance.

Pay

$57,700.00 - $80,800.00 - $103,900.00 per year

Schedule

• Scheduled weekly hours: 40
• Work shift: Day

Physical Requirements

• Ability to perform job functions in an upright position (Frequent: 2-6 hours per shift).
• Ability to perform job functions in a seated position (Frequent: 2-6 hours per shift).
• Ability to perform job functions while walking/mobile (Frequent: 2-6 hours per shift).
• Ability to work indoors (Continuous: 6-8 hours per shift).
• Ability to work outdoors in all weather and temperature extremes (Infrequent: 0-2 hours per shift).
• Ability to work in confined/cramped spaces (Infrequent: 0-2 hours per shift).
• Ability to bend at the waist (Frequent: 2-6 hours per shift).
• Ability to fully use both hands/arms (Continuous: 6-8 hours per shift).
• Ability to perform repetitive motions with hands/wrists/elbows and shoulders (Frequent: 2-6 hours per shift).
• Ability to reach in all directions (Frequent: 2-6 hours per shift).
• Good finger dexterity (Continuous: 6-8 hours per shift).
• Ability to maintain tactile sensory functions (Continuous: 6-8 hours per shift).
• Ability to lift, carry, lower, push, or pull objects 15 lbs or more, unassisted (Frequent: 2-6 hours per shift).
• Ability to maintain 20/40 vision, corrected (Continuous: 6-8 hours per shift).
• Ability to see and recognize objects close at hand (Continuous: 6-8 hours per shift).
• Ability to see and recognize objects at a distance (Frequent: 2-6 hours per shift).
• Ability to match or discriminate between colors (Continuous: 6-8 hours per shift).
• Ability to determine distance/relationship between objects; depth perception (Frequent: 2-6 hours per shift).
• Good peripheral vision capabilities (Frequent: 2-6 hours per shift).
• Ability to hear and/or understand conversations (Continuous: 6-8 hours per shift).
• Ability to perform gross motor functions with frequent fine motor movements (Frequent: 2-6 hours per shift).
• Ability to work in dusty areas (Infrequent: 0-2 hours per shift).
• Computer literacy.