Calendar Analyst I, CTMS - National Center for Clinical Trials (NCCT)

Overview

Department: 10010 NCCT (National Center for Clinical Trials) - Administration
Status: Full time (40 hours/week)
Benefits Eligible: Yes
Work Location: Remote. For Remote roles only: Applicants must reside and perform work from one of the approved states listed: AL, AK, AR, AZ, DE, FL, GA, IA, ID, IN, IL, KS, KY, LA, ME, MI, MO, MS, MT, NC, ND, NE, NH, NM, NV, OH, OK, PA, SC, SD, TN, TX, UT, VA, WI, WV, and WY.

Pay Range: $28.55 - $42.85

Job Summary

This is an entry-level Clinical Research Financial Analyst I role within the Office of Clinical Research (OCR). Reporting to a Clinical Research Administration Manager, the position performs clinical research administration functions and activities. Responsibilities may include pre-award and post-award support for a portfolio of clinical research studies.

Responsibilities

Medicare Coverage Analysis (MCA)

• Review complex study protocols, sponsor agreements, informed consent forms, and related documents to determine whether a study is a qualifying clinical trial.
• Develop coverage (billing) grids in OnCore by analyzing Medicare benefit policies, coverage determinations, and medical practice guidelines related to study-specific interventions (e.g., physical exams, labs, radiological scans).
• Collaborate with the Principal Investigator and the clinical research team to finalize the MCA and designate funding sources for research costs.
• Stay current on Medicare, sponsor, and other federal policy and regulatory issues.

Budget Development and Negotiation

• Prepare initial study budgets, including comprehensive cost analysis and maintenance of information on standards of care, National Coverage Decisions (NCDs), Local Coverage Determinations (LCDs), and related guidance.
• Develop internal budgets with the Principal Investigator and the clinical research team, including all costs applicable to the study.
• Create detailed final budgets by identifying all activities, tests, and procedures to be performed during study conduct based on the protocol, study calendar, and study documentation.
• Create visit schedules and budgets in OnCore, and negotiate with sponsors to reach agreements appropriate to trial costs (as needed).

Study Setup and Participant Payments

• Support calendar builds in OnCore (clinical trial management system).
• Coordinate study setup in ClinCard (electronic participant payment).
• Coordinate ClinCard payments.

Invoicing, Accounts Receivable, and Financial Management

• Review patient care charges associated with each clinical research study on a periodic basis in collaboration with the Research Billing Team.
• Work with Special Billing and Department post-award personnel to ensure charges for all patient procedures are treated appropriately.
• Support financial management for clinical trials originating from federal, foundation, and industry funds by performing accounts receivable functions.
• Generate and send invoices to study sponsors.
• Track and monitor sponsor receivables, including pass-through fees and milestone payments.
• Generate reports to support project study financials.
• Reconcile payments received to OnCore and CORE Connect (Oracle Cloud institutional financial system). Notify Financial Services of the appropriate study account to receive payment.
• Resolve financial issues with sponsors as needed.
• Determine amounts paid and remaining amounts due on assigned sponsor accounts; establish and update payment plans with Department contact guarantors regarding past-due accounts when accounts become delinquent.
• Follow up with departments to ensure proper amounts are collected and independently recommend action regarding delinquent accounts.
• Initiate calls to departments to confirm correct payment amounts and mail financial statements to departments.
• Review account balances and communicate via phone and email to explain professional and hospital billing and collection policy and procedures.

Reporting, Systems Support, and Closeout

• At study completion, support Department post-award personnel and Sponsored Programs in reviewing revenue received prior to close-out of the study account.
• Support closeout of study activities in OnCore, ClinCard, and EPIC (electronic health record and patient billing system).
• Assist Principal Investigators with budget monitoring and prepare projections.
• Produce ad hoc analyses as needed.
• Serve as a primary user of OnCore, ClinCard, and EPIC.

Requirements

• Bachelor’s degree in Business, Accounting, Finance or a related field
• 0-1 years of relevant experience in clinical research or research administration

Preferred Qualifications

• Minimum of 1 year Business Office experience in a healthcare environment, or Research Office experience preferred

Compensation & Benefits

Compensation

• Base compensation listed within the $28.55 - $42.85 pay range based on factors such as qualifications, skills, relevant experience, and/or training.
• Premium pay such as shift, on call, and more based on a teammate's job.
• Incentive pay for select positions.
• Opportunity for annual increases based on performance.

Benefits

• Comprehensive medical, dental, vision, and retirement benefits
• Paid time off, parental leave, and tuition assistance
• 401(k): 3% company contribution + 3% match
• Flexible Spending Accounts for eligible health care and dependent care expenses
• Family benefits such as adoption assistance and paid parental leave
• Defined contribution retirement plans with employer match and other financial wellness programs
• Educational Assistance Program

Education and Growth Opportunities

• Tuition assistance: $5,250 per year for full-time teammates, $2,625 per year for part-time teammates
• Continuing education: $1,500 for full-time, part-time and PRN teammates
• Continuing education and clear professional development pathways and advancement opportunities

Other Notes

Eligibility for benefits and programs may depend on FTE or status (e.g., full-time, part-time, per diem, temporary, etc.).