University of Chicago
Clinical Trial Financial Coordinator
University of Chicago, Chicago, Illinois, United States, 60601
Clinical Trials Financial Coordinator
The job performs routine pre-award and/or post-award activities relating to clinical trials. The Clinical Trials Financial Coordinator will provide administrative financial support in an intensive customer service environment within the Biological Sciences Division Clinical Trial Financial Group (CTFG). This position will have primary accountability to the Associate Director of the Clinical Trial Financial Group within the Office of Clinical Research (OCR). This role is critical in providing support to CTFG and BSD leadership. Responsibilities include: Responsible for timely routing and management of Confidentiality Disclosure Agreements (CDAs) through execution. Assists Budget and Contract Managers (BCMs) by working with sections/departments to ensure all start-up documents are received and ready to route in CTMS. Assists Amendment Managers to process changes required due to a protocol and/or contract amendment. Requests amendments from sponsors for period of performance date extensions and PI changes. Works with the Director and BCMs to ensure routing, pending, and tracking data is updated and accurate. Creates accounts and works within the Oracle Cloud ERP. Allocates, authorizes, monitors, and controls expenses. Facilitates check and wire-transfer deposits and earnings invoicing for industry funded clinical trials. Maintains accurate accounts receivable and payable data in VETS (Visit Earnings Tracking System) and OnCore. Assists Financial Managers (FMs) with timely reconciliation and close-out of terminated clinical trial FAS accounts. Maintains, oversees, reconciles, and corrects errors in accounts. Processes clinical research and core bills for payment. Communicates regularly with study staff on accrual tracking. Maintains central CTFG tracking system for VETS and Oracle and completes data entry in AURA. Works with other administrators on the procurement process including purchasing, internal requisitioning, and personal and travel reimbursements. Allocates and authorizes expenditures. May work with administrators to manage financial and administrative aspects of sponsored project proposal preparation, submission, and post-award grant administration. Assists FMs in relations and communications with funding agencies, subcontractors, and others. Monitors expenditures on approximately 650 active individual faculty accounts. Proposes solutions to discovered problems and fixes according to proper policy and procedure. Compares actual spending to original budget and identifies any variances with particular attention being paid to faculty salary. Develops a working knowledge of university policies and procedures as well as a working knowledge of policies and procedures of various funding agencies. Acts as a resource to all faculty and staff within the Division and functions professionally. Creates and maintains Excel spreadsheets and Access databases as necessary to track clinical trial finances. Assists in the review of all applications against university guidelines, in addition to drafting progress reports, non-competing applications, amendments, and budgeting. Responsible for all data entry and preparation of grant reports and trend analysis. Assists with 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, grant closing process, and account closing. Performs other related work as needed. Minimum qualifications include a college or university degree in a related field and less than 2 years of work experience in a related job discipline. Preferred qualifications include knowledge and skills developed through 2+ years of work experience in a related job discipline. Preferred competencies include strong computer skills, excellent verbal and written communication skills, attention to detail, flexibility, knowledge of general accounting standards and auditing, strong organizational skills, strong financial and analytic skills, ability to research issues and propose solutions to problems, and demonstrated initiative in improving processes and enhancing systems.
The job performs routine pre-award and/or post-award activities relating to clinical trials. The Clinical Trials Financial Coordinator will provide administrative financial support in an intensive customer service environment within the Biological Sciences Division Clinical Trial Financial Group (CTFG). This position will have primary accountability to the Associate Director of the Clinical Trial Financial Group within the Office of Clinical Research (OCR). This role is critical in providing support to CTFG and BSD leadership. Responsibilities include: Responsible for timely routing and management of Confidentiality Disclosure Agreements (CDAs) through execution. Assists Budget and Contract Managers (BCMs) by working with sections/departments to ensure all start-up documents are received and ready to route in CTMS. Assists Amendment Managers to process changes required due to a protocol and/or contract amendment. Requests amendments from sponsors for period of performance date extensions and PI changes. Works with the Director and BCMs to ensure routing, pending, and tracking data is updated and accurate. Creates accounts and works within the Oracle Cloud ERP. Allocates, authorizes, monitors, and controls expenses. Facilitates check and wire-transfer deposits and earnings invoicing for industry funded clinical trials. Maintains accurate accounts receivable and payable data in VETS (Visit Earnings Tracking System) and OnCore. Assists Financial Managers (FMs) with timely reconciliation and close-out of terminated clinical trial FAS accounts. Maintains, oversees, reconciles, and corrects errors in accounts. Processes clinical research and core bills for payment. Communicates regularly with study staff on accrual tracking. Maintains central CTFG tracking system for VETS and Oracle and completes data entry in AURA. Works with other administrators on the procurement process including purchasing, internal requisitioning, and personal and travel reimbursements. Allocates and authorizes expenditures. May work with administrators to manage financial and administrative aspects of sponsored project proposal preparation, submission, and post-award grant administration. Assists FMs in relations and communications with funding agencies, subcontractors, and others. Monitors expenditures on approximately 650 active individual faculty accounts. Proposes solutions to discovered problems and fixes according to proper policy and procedure. Compares actual spending to original budget and identifies any variances with particular attention being paid to faculty salary. Develops a working knowledge of university policies and procedures as well as a working knowledge of policies and procedures of various funding agencies. Acts as a resource to all faculty and staff within the Division and functions professionally. Creates and maintains Excel spreadsheets and Access databases as necessary to track clinical trial finances. Assists in the review of all applications against university guidelines, in addition to drafting progress reports, non-competing applications, amendments, and budgeting. Responsible for all data entry and preparation of grant reports and trend analysis. Assists with 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, grant closing process, and account closing. Performs other related work as needed. Minimum qualifications include a college or university degree in a related field and less than 2 years of work experience in a related job discipline. Preferred qualifications include knowledge and skills developed through 2+ years of work experience in a related job discipline. Preferred competencies include strong computer skills, excellent verbal and written communication skills, attention to detail, flexibility, knowledge of general accounting standards and auditing, strong organizational skills, strong financial and analytic skills, ability to research issues and propose solutions to problems, and demonstrated initiative in improving processes and enhancing systems.