Overview
Job Summary
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.
Responsibilities
- 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.
Specifications
Experience
Minimum Required
- 3 years of contract analysis and
contract negotiations required,
including Clinical trial sponsor
budget negotiation and Sponsor
billing. Experience working in
clinical research, healthcare
Finance and /or pharmaceutical
industry. Experience Working
with industry sponsored
research. CRO Experience.
Knowledge in the pharmaceutical
Industry. Knowledge in clinical
research study proposals and
funding
Preferred/Desired
- 3 years of contract analysis and
contract negotiations required,
including Clinical trial sponsor
budget negotiation and Sponsor
billing. Experience working in
clinical research, healthcare
Finance and /or pharmaceutical
industry. Experience Working
with industry sponsored
research. CRO Experience.
Knowledge in the pharmaceutical
Industry. Knowledge in clinical
research study proposals and
funding
Education
Minimum Required
- 3 years of contract analysis and
contract negotiations required,
including Clinical trial sponsor
budget negotiation and Sponsor
billing. Experience working in
clinical research, healthcare
Finance and /or pharmaceutical
industry. Experience Working
with industry sponsored
research. CRO Experience.
Knowledge in the pharmaceutical
Industry. Knowledge in clinical
research study proposals and
funding. .
Preferred/Desired
- Bachelor's Degree in related field.
Training
Minimum Required
Preferred/Desired
CITI (or equivalent) Training in
Clinical Research; Proficiency in
Velos CTMS; Clinical Research
Coordinator Certification
Special Skills
Minimum Required
- Knowledge of basic financial principles and compliance standards such as CMS guidelines and anti-kickback statutes and regulations. Ability to read and understand basic legal and contract terminology. Ability to read and understand clinical trial protocols. Financial analysis skills. Project management skills and analytical decision making skills. Must be proficient in Microsoft Word, Excel and PowerPoint. Excellent Organizational Skill
Preferred/Desired
- Proficient computer skills to include MS Word, Excel and Power Point. Excellent organizational skills. Knowledge in the pharmaceutical industry. Knowledge in research grant proposals and funding.
Licensure
Minimum Required
Preferred/Desired