Financial Administration Specialist

Department CTSI CLINICAL RESEARCH SERVICE (IN-PCIR-IUINA)
Job Summary

The Financial Administration Specialist provides overall administrative and financial management for the Indiana Clinical and Translational Sciences Institute (CTSI) Clinical Research Center (CRC). This position is a contact resource for the CRC and has an impact on how the area is perceived by our customers.

• Serves as CRC ambassador
• Independently organizes and maintains management of protocols that involve CRC services including, but not limited to new study submission, study review and approval, maintenance (monitoring Institutional Review Board (IRB) annual renewals, updates to study team), and closeout for approximately 250 protocols at any given time
• Coordinates new study submissions review and approval process; assigns reviewers for new submission; ensures reviews are completed within specified timeframe; ensures all required documents have been received; tracks regulatory approvals
• Maintains study submissions post submission process to ensure accurate information, up-to-date documents, and regulatory approvals have been provided
• Completes close-out procedures when study is complete
• Monitors study activity, contacts study team to determine whether study should be closed
• Tracks each study in multiple systems, monitors efficiency, and ensures regulatory requirements are met
• Communicates study status to investigators and study teams
• Communicates with principal investigator (PI) and study team regarding IRB and regulatory approvals, annual renewals, amendments and study closure
• Oversees collection and reconciliation of CRC census and other required metrics using multiple IU and IU Health Systems
• Provides required data for internal quarterly reports and the National Institutes of Health (NIH)-required Annual Report
• Coordinates biweekly Indiana CTSI CRC management meeting
• Educates PIs and their staff on the protocol submission process, CRC Visit Request Form, and unit configuration
• Educates and coordinates schedule for Life-Sciences interns who choose to spend the school year with the CRC
• Develops and implements appropriate CRC policies and procedures
• Assists with projects and other administrative tasks as needed
• Independently charges study grant accounts when CRC resources have been utilized
• Creates and maintains billing codes
• Completes weekly audit of billing codes used for every study visit that occurred
• Maintains current grant account numbers for each CRC study
• Creates monthly report with study visits completed and corresponding billing code
• Charges appropriate grant accounts via iLAB for services / resources provided
• Uploads monthly report into iLAB for billing completion
• Monitors iLAB for billing accuracy
• Responds to inquiries from Department / Division business managers regarding study visit charges
• Serves as the key point of contact for the Indiana CTSI CRC
• Monitors CRC group email accounts and swiftly responds to inquiries
• Interacts with investigators, study teams, account managers, sponsors, IU Health, study participants, etc.
• Monitors CRC information provided on Indiana CTSI website and requests updates as needed
• Approves purchases against the CRC recharge account
• Develops and implements policies and procedures related to administrative tasks

• Applies knowledge to accepted procedures and standards, performs financial and administrative tasks related to managing the daily and long-term financial and/or administrative operations of an organizational unit or an academic, research, and teaching department within a school or college
• Makes recommendations on policies and guidelines for division/department activities
• Monitors expenditures and statement of accounts to ensure regulatory compliance and fiscal integrity
• Manages general appropriation, endowment, federal and non-federal grants and contracts, and gift funds
• Develops, plans, and makes recommendations on special projects, which may include space allocations, staffing, equipment purchases, and long-range plans
• Prepares operating and project budget drafts independently and/or in coordination with other finance staff. Regularly explains financial concepts to non-financial employees
• Monitors division/departmental budgets and resolves or recommends resolutions for any significant deviations from approved budgets

Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience.…