Clinical Research Finance Specialist

Position Overview

The Clinical Research Finance Specialist supports the financial administration of Be Well Clinical Studies' clinical trial portfolio by ensuring accurate study billing, sponsor invoicing, payment tracking, and financial reconciliation throughout the clinical research lifecycle. This position serves as a key liaison between clinical operations, finance, investigators, sponsors, and executive leadership to ensure study-related financial activities are processed accurately, timely, and in accordance with clinical trial agreements. The Specialist plays an essential role in maintaining research financial integrity, supporting profitability tracking, and optimizing financial workflows within CRIO and other financial systems.

Role and Responsibilities

Study Financial Administration

• Review and interpret executed Clinical Trial Agreements (CTAs), study budgets, and sponsor payment schedules to identify billable activities, payment milestones, pass-through expenses, and reimbursement requirements.
• Establish and maintain study payment schedules, billing events, and financial workflows within Clinical Research, IO (CRIO).
• Monitor study activity to ensure all billable procedures, visits, and sponsor-required deliverables are captured appropriately.
• Track participant reimbursements, pass-through expenses, and study-related financial activity.
• Support study startup and closeout activities by ensuring study financial records are complete and accurate.

Sponsor Billing & Payment Tracking

• Prepare and submit sponsor invoices in accordance with contractual requirements.
• Monitor sponsor payments and maintain accurate accounts receivable records.
• Reconcile sponsor payments against invoices, visit activity, and contractual milestones.
• Investigate billing discrepancies and coordinate resolution with sponsors and internal stakeholders.
• Support collection efforts for outstanding sponsor balances.

Financial Reconciliation & Reporting

• Perform routine reconciliation of study visits, invoicing activity, and sponsor payments.
• Maintain accurate financial records and supporting documentation.
• Assist in preparation of monthly research finance reports and operational metrics.
• Track study startup costs, enrollment revenue, receivables, and profitability indicators.
• Support executive leadership with ad hoc financial reports and data analysis.

CRIO Administration & Data Integrity

• Maintain financial data within CRIO, including study budgets, sponsor payment schedules, and reimbursement tracking.
• Verify accuracy of financial workflows and supporting study documentation.
• Generate routine financial and operational reports from CRIO.
• Identify opportunities to improve reporting accuracy, efficiency, and automation.

Compliance & Audit Support

• Maintain documentation supporting study financial transactions.
• Ensure adherence to sponsor agreements, organizational policies, and research finance procedures.
• Support internal and external audits by providing financial records and documentation.
• Assist with development and maintenance of research finance procedures and work instructions.

Cross-Functional Collaboration

• Collaborate with Clinical Research Coordinators, Regulatory Specialists, Principal Investigators, and leadership to support study financial operations.
• Participate in study startup, maintenance, and closeout activities.
• Provide guidance regarding study billing requirements and financial processes.
• Support training initiatives related to research finance workflows and documentation requirements.