Clinical Trial Assistant Payments

JOB SUMMARY

We are seeking an experienced, highly organized, and reliable Clinical Trial Assistant to support the payments and invoices of a dynamic, high-growth clinical Trials division.

The ideal candidate is a resourceful, proactive problem-solver who thrives in fast-paced environments, is available and is eager to support clinical trial initiatives.

Responsible for the full range of administrative and clerical support for the Research Department. Responsible for prioritizing, delegating and completing work while maintaining confidentiality of sensitive material.

DUTIES AND ESSENTIAL JOB FUNCTIONS

• Assisting in the financial management of research projects.

• Collects, assists in preparation, reviews and tracks documents for the application process as well as coordination and tracking of study materials and equipment.

• Interfaces with Investigators, external service providers and CRAs during the billing process

• Local administrative main contact and works closely with the CRO and sponsor team for the duration of the study.

• Prepares and/or supports contract preparation at a site level.

• Produces invoices for all research projects.

• Leads the practical arrangements and contributes to the preparation of internal and external meetings. Responsible for printing and distribution of documents such as letters and meeting minutes, and for handling and archiving study/country related e-mails.

• Producing information/financial breakdowns of non-staff costs for project quarterly reports and periodic cost statements.

• Ensuring that expenditure meets the eligibility requirements of the relevant funding bodies.

• Arrangement of task contracts between members of research staff and the external/internal entities.

• Maintain various records and documents for regulations, and monitoring of income, including monitoring/reconciliation of budgets and follow-up with Staff members.

• For certain multi-strand research projects, design and maintenance of a detailed Excel workbook listing including Macros.

• Income and expenditure on the discrete sub-projects, and provision of information to Research Projects.

• Providing guidance to new members of staff regarding processes and procedures for procurement and expenses relating to clinical projects.

• Providing guidance for new members of staff on billing practices.

• Calculate quarterly bonuses

• Build & maintain solid relationships with multiple internal & external ancillaries and sponsors

• Managing the executive’s daily calendar, scheduling meetings, appointments, and travel arrangements.

• Draft, review and send communications

Other functions and Responsibilities

This job description does not cover or contain a complete comprehensive listing of activities, duties, or responsibilities required for this job. Duties, responsibilities, and activities may change at any time with or without notice.

COMPETENCIES

• Experience with payment process and invoices negotiation, preferably in the clinical research field.

• Managing the executive's daily calendar, scheduling meetings, appointments, and travel arrangements.

QUALIFICATIONS

Required

• Great attention to detail and strong organizational skills

• Excellent written and verbal communication skills

• Excellent planning skills

• Ability to work well independently

• Maintain confidentiality

• Experience with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)

• Clerical and computer experience preferred, experience in medical setting a plus.

• Experience managing operations (coordinating/scheduling)

• Possess strong skills for multitasking, meeting competing deadlines, prioritizing, and supporting

• Adept at creative problem-solving

• Positive attitude

• Ability to adjust to consistent change, effectively and efficiently

Preferred

• College Degree preferred

• Experience in a healthcare/clinical research environment

• Bilingual/Spanish