Clinical Trial Financial Coordinator
The University of Chicago

Department

BSD OCR- Post Award

About the Department

The Office of Clinical Research (OCR) is dedicated to supporting the infrastructure for the management and administration of clinical research at The University of Chicago as well as individual research programs with the goal of improving communication, consistency and collaboration across the Biological Sciences Division and UChicago Medicine.

To mission of the OCR is to catalyze clinical research by providing expertise, resources, infrastructure, and systems that facilitate clinical research operations and enable collaboration across the enterprise while promoting compliance and human subject protection on behalf of our diverse community of patients and volunteers.

Job Summary

The Clinical Trials Financial Coordinator will provide administrative financial support in an intensive customer service environment within the Biological Sciences Division Clinical Trial Financial Group (CTFG).

This position will have primary accountability to the Associate Director of the Clinical Trial Financial Group within the OCR. This role is critical in providing support to CTFG and BSD leadership.

Responsibilities

• Responsible for timely routing and management of Confidentiality Disclosure Agreements (CDAs) through execution.
  
• Assists Budget and Contract Managers (BCMs) by working with sections/departments to ensure all start-up documents are received and ready to route in CTMS.
  
• Assists Amendment Managers to process changes required due to a protocol and/or contract amendment.
  
• Request amendments from sponsors for period of performance date extensions and PI changes.
  
• Works with the Director and BCMs to ensure routing, pending, and tracking data is updated and accurate.
  
• Creates accounts and works within the Oracle Cloud ERP.
  
• Allocates, authorizes, monitors, and controls expenses.
  
• Facilitates check and wire-transfer deposits and earnings invoicing for industry funded clinical trials.
  
• Maintains accurate accounts receivable and payable data in VETS (Visit Earnings Tracking System) and OnCore.
  
• Assists Financial Managers (FMs) with timely reconciliation and close-out of terminated clinical trial FAS accounts.
  
• Maintains, oversees, reconciles, and corrects errors in accounts.
  
• Processes clinical research and core bills for payment.
  
• Communicates regularly with study staff on accrual tracking.
  
• Maintains central CTFG tracking system for VETS and Oracle and completes data entry in AURA.
  
• Works with other administrators on the procurement process including purchasing, internal requisitioning, and personal and travel reimbursements.
  
• Allocates and authorizes expenditures.
  
• May work with administrators to manage financial and administrative aspects of sponsored project proposal preparation, submission, and post-award grant administration.
  
• Assists FMs in relations and communications with funding agencies, subcontractors, and others.
  
• Monitor expenditures on approximately 650 active individual faculty accounts.
  
• Propose solutions to discovered problems and fix according to proper policy and procedure.
  
• Compare actual spending to original budget and identify any variances with particular attention being paid to faculty salary.
  
• Develop a working knowledge of university policies and procedures as well as a working knowledge of policies and procedures of various funding agencies.
  
• Act as a resource to all faculty and staff within the Division and function professionally.
  
• Create and maintain excel spreadsheets and Access databases as necessary to track clinical trial finances.
  
• Assists in the review of all applications against university guidelines, in addition to drafting progress reports, non-competing applications, amendments, and budgeting. Responsible for all data entry and preparation of grant reports and trend analysis.
  
• Assists with straightforward post-award activities including account creations, regulatory and compliance monitoring, salary allocations, effort reporting, grant projections, cost allocations, cost center charges, equipment inventory, invoice preparation, grant closing process, and account closing.
  
• Performs other related work as needed.
  

Minimum Qualifications

Education:
Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).
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Work Experience:
Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.
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Certifications:

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Preferred Qualifications

Education:

• College or university degree in related field, strongly preferred.
  

Experience:

• Knowledge and skills developed through 2+ years of work experience in a related job discipline, strongly preferred.
  

Preferred Competencies

• Strong computer skills including word processing, database management, and spreadsheet skills.
  
• Excellent verbal and written communication skills.
  
• Attention to detail.
  
• Ability to be flexible and adaptable.
  
• Knowledge of general accounting standards and auditing.
  
• Strong organizational skills.
  
• Strong financial and analytic skills.
  
• Ability to research issues and propose solutions to problems.
  
• Demonstrated initiative in improving processes and enhancing systems.
  
• Ability to exercise sound judgment, discretion and tact required. Time management skills and the ability to handle multiple, concurrent tasks within deadlines.
  
• Ability to work with individuals from across the division and university.
  
• Knowledge of research methods and funding sources strongly preferred.
  
• Knowledge of clinical trials strongly preferred.
  
• Knowledge of federal and non-federal regulations for grant management strongly preferred.
  
• Knowledge of fund accounting preferred. Familiarity with federal and non-federal grant and contract policies strongly preferred.
  

Working Conditions

• Office Environment.
  

Application Documents

• Resume (required)
  
• Cover Letter (preferred)
  

When applying, the document(s) MUSTbe uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family

Financial Management

Role Impact

Individual Contributor

FLSA Status

Non-Exempt

Pay Frequency

Biweekly

Scheduled Weekly Hours

40

Benefits Eligible

Yes

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Posting Statement

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

All offers of employment are contingent upon a background check that includes a review of conviction history. A conviction does not automatically preclude University employment. Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at:http://securityreport.uchicago.edu.Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.

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