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Clinical Trials Financial Coordinator

3 months ago

Edmonton, Alberta, Canada Alberta Health Services Full time

Position Overview:

As a pivotal member of the Clinical Trials Unit, the Grant Administrator plays a crucial role in the financial management of clinical research initiatives. This position encompasses a broad spectrum of financial responsibilities, including reporting, analysis, and interpretation of financial data, alongside essential administrative support. The incumbent will exercise independent judgment and prioritize tasks while maintaining confidentiality and demonstrating initiative and organizational prowess. Collaboration with Financial Analysts and study personnel is key, with direct reporting to the CTU Manager.

Key Responsibilities:

The responsibilities of the Grant Administrator include, but are not limited to:

  • Establishing and maintaining comprehensive documentation for research grant and clinical trial accounts.
  • Creating a detailed visit register to monitor study visits across various projects.
  • Accurately entering financial data related to expenditures and revenues into designated spreadsheets and databases.
  • Reconciling payments and managing deposit processes.
  • Initiating sponsor documentation and invoicing in accordance with study contracts and budgets.
  • Communicating with sponsors to address discrepancies and follow up on outstanding payments.
  • Coordinating with study staff to ensure timely review of protocol amendments.
  • Processing reimbursements for patient out-of-pocket expenses as stipulated in contracts.
  • Managing accounts payable transactions from both internal and external vendors.
  • Overseeing payment processing for CTU-related invoices.
  • Handling staff expense and travel claims, along with other general finance duties.
  • Completing account closures, journal vouchers, and assisting in resolving over-expenditures.
  • Supporting physicians, nurses, and coordinators in understanding study budgets and expenses.
  • Responding to sponsor inquiries regarding trial budgets and payment requisitions.
  • Initiating discussions with sponsors about unique patient travel reimbursement situations.
  • Assisting in the preparation and distribution of regular financial activity reports for account holders.
  • Collaborating with AHS SFA/Finance and CTU budget staff to finalize budget negotiations and other related tasks.
  • Contributing to various AHS/CTU initiatives by completing finance functions or providing subject matter expertise.

Required Qualifications:

Candidates must possess intermediate to advanced proficiency in Microsoft Office applications, particularly in spreadsheet design and relational databases. A demonstrated ability to monitor financial transactions across multiple projects or accounts, along with assisting in the interpretation of financial information for analysis and forecasting, is essential. Excellent written and verbal communication skills, along with meticulous attention to detail, are required. The ability to work collaboratively within a team, prioritize tasks effectively, and maintain a high degree of independence is crucial. Flexibility and a willingness to acquire new skills, systems, and processes are also important. Physical demands include prolonged sitting, moving and lifting boxes of clinical trial documents weighing up to 35 lbs., and performing repetitive motions.

Preferred Qualifications:

Experience in clinical trial procedures, finance, or budget negotiation is advantageous. Familiarity with medical tests and procedures, as well as experience working with pharmaceutical sponsors, clinical research organizations, or in an academic oncology medical center, is preferred. Extensive knowledge of Excel and Access is desirable, and experience with Connect Care/EPIC systems is an asset.