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.
Department-Specific Responsibilities
- 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
General Responsibilities
- 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
Qualifications
Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education.
EDUCATION
Required
- Bachelors degree in finance, business, health administration, research or a related field
WORK EXPERIENCE
Preferred
- 3 years of experience in a related field
SKILLS
Required
- Proficient communication skills
- Maintains a high degree of professionalism
- Demonstrates time management and priority setting skills
- Demonstrates a high commitment to quality
- Possesses flexibility to work in a fast paced, dynamic environment
- Seeks to acquire knowledge in area of specialty
- Intermediate understanding of technology; experience using electronic platforms to perform various tasks
- Demonstrates experience solving problems with independent thought
- Proficiency in computer systems, including standard Office software; advanced Excel and database skills, including familiarity with complex formulas and Pivot Tables
- Ability to use standard office equipment such as phone, fax, scanner, etc.
- Experience managing workflows, processes, and/or data entry
- Intermediate accounting skills; ability to spot obvious errors; ability to develop a budget
- Demonstrates ability to interpret and apply concepts and policies to daily work functions
- Ability to clearly present material and make it accessible to a variety of audiences
- Ability to interpret financial documents from an accounting, policy, and practice perspective
Preferred
- Strong communication and collaboration skills with interdisciplinary teams
- Ability to track projects, follow up consistently, and ensure timely completion of data entry, reporting, and billing
- Ability to work independently
- Demonstrated problem-solving skills
Working Conditions / Demands
This role requires the ability to effectively communicate and to operate a computer and other standard office productivity equipment. The position involves sedentary work as well as periods of time moving around an office environment and the campus. The person in this role must be able to perform the essential functions with or without an accommodation.
Work Location
Indianapolis, Indiana
Benefits Overview
For full-time staff employees, Indiana University offers a wide array of benefits including:
- Comprehensive medical and dental insurance
- Health savings account with generous IU contributions
- Healthcare and dependent care flexible spending accounts
- Basic group life insurance paid by IU
- Voluntary supplemental life, long-term disability, critical illness, and supplemental accidental death & dismemberment insurance
- Base retirement plan with generous IU contributions, subject to vesting
- Voluntary supplemental retirement plan options
- Tuition subsidy for employees and family members taking IU courses
- 10 paid holidays plus a paid winter break each year
- Generous paid time off plans
- Paid leave for new parents and IU-sponsored volunteer events
- Employee assistance program (EAP)
Learn more about our benefits by reviewing the IU Benefit Programs Brochure.
Job Classification
Career Level: Core
FLSA: Exempt
Job Function: Finance
Job Family: Financial Administration
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Posting Disclaimer
This posting is scheduled to close at 11:59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.
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