Clinical Research Finance and Account Manager

Overview

It is the mission of East Carolina University (ECU) Brody School of Medicine (BSOM) and ECU Health to provide exemplary medical education / training for physicians at the undergraduate and graduate levels.

Additionally, it is the mission of BSOM to provide model comprehensive primary and consultative subspecialty care to patients in eastern North Carolina, to advance scientific knowledge through basic, translational, and clinical research, and to provide continuing medical education opportunities for physicians in the region.

The Office of Clinical Research (OCR) will be a newly established central office in BSOM designed to support the management and conduct of clinical research while promoting compliance.

This is accomplished through standardizing the approach to clinical research across the various research centers and departments in BSOM and ECU Health and supporting investigative teams through regulatory and operational assistance, and enhancements in study management and oversight.

Job Duties This position is responsible for providing day-to-day oversight of all ECU Health-sponsored projects within the Office of Clinical Research.

The Office of Clinical Research has average annual special fund expenditures of over five hundred thousand dollars and grant / clinical trial expenditures of around five million dollars.

The position will prepare reports and statements requiring interpretation of accounting records and applying accounting principles and practices for a variety of accounting and budgeting functions.

Reports include charges and receipts and grant revenue / expenditure. Responsible for post-award activities including but not limited to budget monthly review, processing payments, development of sponsor invoices, tracking payments, and final fund audit prior to funding close out.

Accurate monitoring and verification of documents relative to grants and contracts is essential so that funds are maximized by the Manager for the betterment of the faculty and department.

The position will work with Banner, E-print, ECUBIC, eTracs, and ODS daily. Responsible for the supervision of three to six University Program Specialists.

Post Award 30% :

• Serves as the primary post-award financial contact for BSOM-sponsored projects as assigned. Serve as financial backup for all BSOM grants and clinical trials should their direct report positions become vacant and / or extended leave.
• Understand and apply allowances of each the grant budget, reconcile the budgets monthly, identify areas of concern (under / overspent) and relay the information to PI and others as needed, monitor grant end dates, and be able to guide PI on what actions are needed next, and assist with carrying out those steps to ensure grants close with a positive budget and on time.

This may include but is not limited to coordinating with Post Award Hub to process No Cost Extension, Pre-Financial Guarantees, and submitting Journal Entries or Payroll Redistributions.

• Monitor all BSOM-sponsored projects assigned to direct reports in order to monitor activity and identify potential problems.
• Create and / or review all Moneysheets for new BSOM grant and clinical trial awards. Will be the lead developer of all Moneysheets if positions are vacant, on extended leave, or as new employees are training.
• Required to meet with study coordinators at a minimum of every other month to discuss activities on assigned grant / clinical trials, document the activities in the Moneysheet, and conduct needed actions such as creating and submitting invoices, processing payments to vendors for labs, etc.

follow-up on revenue received and outstanding payments.

• Ensure the direct reports are completing the same needed actions for their assigned grants and clinical trials.
• Serves as a post-award financial resource for departments, financial analysts, and / or Post Award Hub for actions such as grant budget revisions and budget projections to ensure awards close without a deficit.
• Participate in grant Principal Investigator meetings as required by REDE (Research, Economic Development, and Engagement) and coordinated by Post Award Hub.
• Coordinate with REDE (Research, Economic Development, and Engagement) post-award staff as needed to ensure all grant invoices are correct, questions / concerns are addressed, and invoice backup documentation is provided.

Accounting Support 30% :

• Apply state, ECU Health, and specific sponsor purchasing policies.
• Efficiently navigate ECU Health financial systems which include Banner, ECUBIC, e-print, etracs, and ODS.
• Serves as the second approver for needed payroll redistributions submitted by direct reports.
• Must ensure accuracy of the requests appropriate use of forms, sufficient documentation, authorized signatures, correct coding of each item, budget availability, and allowableness of the expense, and will serve as Chrome River approver for staff ProCard purchases.
• Review and approval require knowledge of specific accounting rules for all funding sources including grants, clinical trials, indirect and / or residuals.
• Ensure grant / clinical trial financial actions are processed in a timely manner and follow up with other reviewing departments concerning delayed processing requests.
• Communicate with REDE (Research, Economic Development, and Engagement) to ensure grant checks are deposited correctly by providing needed backup documentation and confirming fund numbers.
• Track Cost Overruns on BSOM grants and clinical trials.
• Track BSOM revenue invoices submitted and monitor staff’s follow-up to ensure we receive payments and / or respond to sponsor inquiries in a timely manner.
• Confirms and posts payments through Banner Finance receipt adjustment system, checks received in the Grants and Clinical Trials lockbox.

Be responsible for the lockbox deposit process and managing the daily batches entered in Banner Finance to update various accounts both directly and indirectly.

Maintains and reconciles holding accounts for checks that have not been assigned a grant account and / or paperwork has not been forwarded for processing.

Provide oversight for financial audits of sponsored projects prior to closeout and / or upon request of leadership.

Supervision 20% :

• Direct supervision of University Program Specialist positions.
• Oversee staff recruitment, interviewing, and selection of direct reports.
• Make recommendations regarding funding of positions.
• Indirect supervision of tasks that must be completed by the department, Pre-Award Hub, and / or Post-Award Hub.
• Independently sets priorities for the assignment of work to support staff, adjusting work balances as required to accommodate shifting levels of demand.
• Assist in the determination of staffing requirements by recommending changes to existing positions and determining the need for new positions.

The current BSOM-sponsored projects portfolio and the workload of projects planned will be part of the analysis.

• Completes timesheet approvals, probationary reviews, and performance appraisals for staff and assures compliance with personnel policies.
• Works directly with Human Resources and employees for any needed corrective actions for performance and / or personal conduct issues that may arise.
• It is the responsibility of this position to serve as backup and / or coordinate with the Finance Lead for long-term coverage as positions are vacant or staff is on leave for an extended period.

Special Projects / Other 15% :

• Provides one-on-one guidance and training to departmental faculty and staff concerning post-award financial processes, grant / clinical trial accounting, as well as other sponsor and university policies.
• Evaluate Office of Research and staff workflows as outside policies and processes change and provide input to create / modify department SOPs.
• Keeps electronic files in order and updated on a timely basis.
• Independently prioritize the daily work to ensure most pressing actions are completed timely.
• Assist in data pulls and creation of reports as requested by the Office of Clinical Research leadership.

Pre-Award 5% :

• Serves as a pre-award financial resource for departments as proposals are developed for submission to an external sponsor.
• Project grant balance at the end of the budget period. Communicate with the Principal Investigator (PI) and Pre-Award Hub regarding the anticipated carry-forward budget as requested.
• Understand and apply each proposal’s details, such as the sponsor’s guidelines, amount of funds requested, facility and administrative rates, percentage of time and effort requested for personnel associated with the study, cost-sharing allowances, internal signatures, and other pertinent information.
• Assist and provide guidance in the pre-award process for both grants and clinical trials
• Navigate the eTracs system, to ensure budgets, personnel, budget narratives, scope of work, etc are accurately completed and submitted.
• Contingent upon the availability of funds Minimum Education / Experience Bachelor’s degree and one year of experience related to the area of assignment;

or equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions.

License or Certification Required by Statute or Regulation None Preferred Experience, Skills, Training / Education

• A degree in business, finance, public health, healthcare administration, or public policy.
• Three years of relevant experience, with at least one year in a supervisory or lead-worker capacity.
• An understanding of university and / or health system policies and procedures related to clinical research.
• Experience in clinical research finance.
• Experience as a financial analyst, account manager / executive, clinical research coordinator, or auditor.

Special Instructions to Applicant Applicants must be currently authorized to work in the United States on a full-time basis.

At the time of employment two to three original letters of reference, official transcripts, a criminal background check, and proper documentation of identity and employability are required.

Please be aware that if selected for an interview, an automatic e-mail will be sent to the individuals entered by the applicant in the references section of the PeopleAdmin applicant tracking system.

Letters of reference submitted via the PeopleAdmin applicant tracking system will be verified and considered towards meeting this requirement.

Additional Instructions to Applicant In order to be considered for this position, applicants must complete a candidate profile online via the PeopleAdmin system and submit any requested documents.

Additionally, applicants that possess the preferred education and experience must also possess the minimum education / experience, if applicable.

Job Open Date 08 / 09 / Open Until Filled Yes Job Close Date - Positions will be posted until 11 : 59 p.m. EST on this date.

If no closing date is indicated, the position may close at any time after the initial screening date. Initial Screening Begins 08 / 23 / Rank Level