Budgets and Contracts Associate

Job Description

Job Description

Summary:

The Budgets and Contracts Associate supports the tracking, processing, negotiation, and execution of clinical research site budgets and contracts. This role reports directly to the Budgets and Contracts Manager and works closely under their direction to interpret study protocols from a financial perspective and assist in developing compliant, competitive budgets. The Associate collaborates with internal teams, research sites, and sponsor/CRO partners to support timely execution of agreements while ensuring accuracy, consistency, and audit readiness.

Duties and Responsibilities:

• Budget & Contract Execution:
  Support the development, negotiation, and finalization of clinical trial budgets and contracts under the direction of the Budgets and Contracts Manager.
• Protocol Financial Review:
  Review study protocols to identify procedures and support accurate budget build-outs aligned with sponsor requirements and internal standards.
• Stakeholder Coordination:
  Coordinate with internal teams, research sites, sponsors, and CROs to facilitate communication and ensure timely progression of budgets and agreements.
• Pipeline & Workflow Management:
  Track assigned studies and deliverables, ensuring timelines are met and proactively escalating delays or risks to the Budgets and Contracts Manager.
• Financial Compliance & Audit Support:
  Maintain complete and accurate documentation to ensure compliance with internal policies, regulatory requirements, and FMV standards.
  Support audit readiness and respond to audit-related requests as needed.
• CTMS Financial Audit & Reconciliation:
  Conduct routine audits of the CTMS system to ensure all financial data, including budget line items, invoicing triggers, and payment terms, accurately align with fully executed contracts. Identify discrepancies, perform reconciliation, and escalate or resolve issues in coordination with the Budgets and Contracts Manager.
• Data Management & Reporting:
  Maintain accurate records within internal systems and assist in reporting related to contract status, budget metrics, and execution timelines.
• Process Adherence & Continuous Improvement:
  Follow established templates, processes, and negotiation guidance to ensure consistency across all agreements, while identifying opportunities for process improvement.
• Cross-Functional Collaboration:
  Partner with regulatory, operations, and finance teams to support study startup and ongoing financial coordination.

Education & Experience:

• Bachelor’s degree in Life Sciences, Business Administration, Healthcare Management, or a related field
• 3–5+ years of experience in clinical research budgets, contracts, or a related healthcare field
• Experience or exposure to healthcare audit, financial compliance, or audit support is strongly preferred
• Education may substitute for experience
• Experience supporting contract negotiations and/or clinical trial budgets preferred

Knowledge, Skills, and Abilities:

• Foundational understanding of clinical trial processes and financial structures
• Working knowledge of compliance, audit processes, and documentation standards in healthcare or clinical research
• Strong attention to detail and organizational skills
• Effective written and verbal communication skills
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment
• Proficiency in Microsoft Office and web-based systems (CTMS, CRM, or similar platforms preferred)
• Ability to take direction and apply feedback in a dynamic environment

Competencies:

• Strong attention to detail and accuracy
• Professional and collaborative demeanor
• Strong organizational and time management skills
• Clear and professional communication
• Ability to escalate issues appropriately
• Adaptability and responsiveness to changing priorities

Work Environment and Physical demands: The work environment and physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Work may be performed in an office environment.

• Occasional domestic and/or international travel may be required (20%).

Other Benefits:

• 401k

• Medical, dental, vision and more

• 3 weeks of paid time off

• 14 paid company holidays

• And more!

We are an equal opportunity employer. All applicants will be considered for employment without regard to race, color, religion, disability, gender, national origin, age, genetic information, military or veteran status, sexual orientation, gender identity, marital status or any other protected Federal, State/Province or Local status unrelated to the performance of the work involved.