Specialist-Budget

The Budgeting, Billing, and Contracting Coordinator is responsible for overseeing the development,
negotiation, execution, and financial management of research study contracts and budgets to ensure
accurate revenue capture. This role analyzes and finalizes site budgets, prepares and submits sponsor
invoices, tracks research revenue, reconciles payments, and maintains contract documentation while
ensuring full compliance with sponsor, federal, Medicare Cost Analysis, and institutional guidelines.
Operating at a mid-level individual contributor capacity, the position supports the entire research portfolio
across the health system and directly impacts research revenue integrity, timely cash collections, and
regulatory compliance. The role collaborates closely with Legal, Finance, Privacy & Security, research
clinics, study teams, and external sponsors, exercising independent judgment on complex contract terms,
budgeting decisions, and billing resolutions.

• Analyzes, develops, negotiates, and finalizes site budgets and sponsor contracts for industry- and
  federally-funded research studies.
• Serves as primary liaison between internal departments including Legal, Finance, and Privacy &
  Security and external sponsors or research organizations.
• Ensures all contracts and budgets comply with internal policies, federal regulations, Good Clinical
  Practice (GCP) guidelines, and sponsor requirements.
• Maintains accurate contract documentation and tracking within the Clinical Trial Management
  System (CTMS) and related systems.
• Prepares, tracks, and submits sponsor invoices in accordance with contract terms and Medicare
  Cost Analysis guidelines.
• Monitors research revenue, reconciles payments received, and follows up on outstanding
  balances to optimize cash flow.
• Maintains accurate billing schedules and ensures timely invoicing to prevent revenue delays.
• Records and maintains financial documentation for invoices, payments, and research-related
  expenses.
• Supports month-end and quarter-end close processes and assists with preparation of financial
  reports and KPI tracking.
• Performs quality checks and audits to verify contract terms, billing accuracy, and overall
  compliance.
• Builds and maintains strong working relationships with research clinics, sponsors, and internal
  study teams.
• Provides responsive support and clear communication on contract status, billing timelines, and
  revenue tracking to leadership and study teams.
• Completes assigned goals and other duties as assigned.
• 3 years of progressive experience in contract administration, contract analysis, procurement, purchasing, budgeting, billing, financial coordination, or program/project management. Demonstrated experience with vendor/supplier negotiations, contract terms, pricing, quotes, bids, or purchasing agreements. Experience managing financial activities such as budgeting, accounts payable/receivable, invoicing, revenue tracking, cash flow, financial reporting, or reconciliation. Demonstrated ability to manage multiple projects, competing priorities, deadlines, and stakeholders in a fast-paced environment.
  
  Experience serving as a liaison between internal departments, external vendors/clients, customers, or business partners. Demonstrated ability to analyze information, identify issues, resolve discrepancies, and make sound business decisions. Experience maintaining accurate documentation, financial records, contracts, purchase orders, invoices, or other business records. Clinical research, healthcare finance, pharmaceutical, CRO, or sponsor billing experience is preferred but may be substituted by demonstrated transferable experience in contract management, financial administration, procurement, or business operations.
  
  Candidates who do not possess direct…