Coordinator-Budget Contract

Budgeting, Billing, and Contracting Coordinator

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:

Baptist Memorial Healthcare Corporation