Senior Research Administration Associate - Clinical Trial Billing and Finance

Summary

The Senior Research Administration Associate – Clinical Trial Billing and Finance is a pivotal role responsible for managing the financial lifecycle of industry sponsored clinical trials in the Center of Research Advancement for the Departments of Pediatrics and other supported TCH Departments. This position ensures accurate and compliant handling of all financial activities, primarily post-award responsibilities such as invoicing, payment tracking, account reconciliation, and financial reporting. The position acts as a critical link between investigators, sponsors, and internal teams to ensure compliance with institutional and federal regulations while maintaining financial accuracy and transparency. By managing complex contracts and financial operations with precision, the role supports clinical research that advances patient care and scientific innovation.

Employees with CRA certification are eligible for certification pay.

The role is eligible for a hybrid work arrangement after completing onboarding and training on site (typically about 6 months). Employees working a hybrid schedule may be asked to attend in person meeting and trainings. 

Job Duties

POST-AWARD FINANCIAL MANAGEMENT

• Oversee financial activities for active clinical trials, including expense tracking and account reconciliation.
• Prepare and submit invoices for protocol-related items, study visits, pass-through costs, and patient-related expenses.
• Manage internal invoices for staff time and effort allocation.
• Track billed invoices, follow up with sponsors, and record payments in CTMS Finance Module.
• Prepare financial reports for CRA, Department leaders and stakeholders.

REPORTING AND COMPLIANCE

• Generate monthly financial reports using SAP, BRAIN, CTMS, and contract tracking systems.
• Review research expenditures for accuracy prior to sponsor billing.
• Maintain budget data in CTMS and ensure compliance with billing policies and federal regulations.
• Assist in developing and maintaining SOPs and procedural guidelines.

STUDY CLOSE OUT

• Evaluate study trials for financial closure and perform comprehensive final billing reconciliation.
• Review contract terms and Principal Investigator (PI) agreements to ensure all financial obligations, deliverables, and compliance requirements are met prior to study closure.

PRE-AWARD ACTIVITIES

• Conduct coverage analysis and cost assessments.
• Develop and negotiate study budgets.
• Support financial setup and resource allocation for new studies.
• Participate in study feasibility and related meetings, providing expertise in budgeting and financial management to ensure accurate cost projections and compliance with institutional and sponsor requirements.
• Serve as the primary point of contact for budget development, ensuring alignment with study requirements and facilitating efficient study execution and accurate billing processes.

OTHER DUTIES

• Participate in process improvement initiatives. 
• Perform other job-related duties as assigned.
  
  
  
   

Minimum Qualifications

• Bachelor's degree. Certified Research Administrator certification through the Research Administrators Certification Council (RACC) may substitute for the degree requirement.
• Four years of relevant experience.

Department Specific Criteria

• Direct experience in clinical trial billing and account reconciliation.
• Prior experience in an academic or clinical research setting.
• Familiarity with accounting principles and pre-/post-award management.
• Strong attention to detail and data integrity.
• Ability to interpret and manage complex research contracts.
• Excellent communication skills for internal and external stakeholders.

Work Authorization Requirement:

This position is not eligible for visa sponsorship.  Candidates must be legally authorized to work in the United States at the time of application and throughout the duration of employment. 

Baylor College of Medicine is an Equal Opportunity/Affirmative Action/Equal Access Employer.