[Hiring] Clinical Trials Budget Specialist @University of Washington Medical Center

Role Description

The Department of Medicine, Division of Hematology and Oncology, has an outstanding opportunity for a Clinical Trials Budget Specialist to join their Central Administration Finance team. Reporting to the Clinical Research Budget Manager, this position works closely with research faculty and staff and is responsible for clinical research budgeting and revenue cycle strategy, development and oversight. Specifically, this position oversees and negotiates optimal pricing and payment terms for investigator initiated and industry sponsored clinical trials, ensuring regulatory compliance and fiscal accountability.

The Clinical Trials Budget Specialist is eligible to be considered for a telework fully remote work schedule, though this position works with on-site teams and project work visits may be required at affiliate locations.

Key Responsibilities

• Clinical Trial Budget Development, Revenue Cycle, and Financial Risk Management (50%)
  • Perform comprehensive and independent review of all documents related to the research study funding, including study budget, protocol, consent form, contract, and other supporting documentation.
  • In collaboration with Principal Investigators, identify and differentiate between research-specific procedures and standard of care.
  • Using established systems and committees, seek appropriate price quotes from University of Washington, Fred Hutch Cancer Center, and other partner institution service departments.
  • Independently negotiate successful clinical trial budgets and payment terms with study sponsors.
  • Coordinate with disease program research staff to ensure each study’s consent form delineates research care and standard of care.
  • Coordinate with UW and FHCC offices involved in the review and negotiation of clinical trial budgets and contracts, including UW Clinical Research Budget and Billing office, the UW Office of Sponsored Programs, and the FHCC Research Implementation Office.
• Post Award Revenue Recovery (50%)
  • Perform comprehensive and independent review of patient activity, and in comparison to the Clinical Trial Agreement, perform complex financial reconciliations to ensure full revenue recovery.
  • Identify invoiceable items in contracts and ensure regular invoicing and accounts receivable aging follow up.
  • Use CTMS system, ONCORE, for financial reconciliation of studies that are operational in that system.
  • Independently troubleshoot payment issues with sponsors in a timely manner.
  • Identify and assist faculty to mitigate budget deficits, including communication with sponsor for amendments.

Qualifications

• Bachelor's Degree in Business, Science, or Health-related field.
• A minimum of three years’ experience with clinical research budget development, clinical research coordination, or related research or healthcare experience.
• Experience using OnCore for financial reconciliation.

Preferred Qualifications

• Proven background as a research study coordinator within an academic medical center, with specific experience in oncology clinical research.
• Familiarity with interpreting contractual documents, resolving ambiguities, and negotiating clinical trial pricing, budgets, and payment terms.
• Deep knowledge of Medicare Clinical Trials Policy alongside federal, state, and institutional regulations, with hands-on experience using ICD-9, CPT, and HCPCS billing codes.
• Highly desirable experience utilizing Epic for Research charge routing.
• Strong written and oral presentation skills with an ability to translate complex policy, financial, or scientific information for faculty, management, and clinical staff.
• Demonstrated ability to teach, mentor, and train others effectively in one-on-one sessions, group environments, or remote settings.
• Exceptional customer service and organizational skills with a proven capacity to prioritize workflows independently and collaborate efficiently in a team.
• Strong working knowledge of Microsoft Office Suite with demonstrated skill in Excel.

Working Conditions

• Fast-paced office environment, with a high volume of often-complex projects.
• The work is deadline driven and requires rapid and frequent communications, not only between individuals, but also by computer and/or telephone for much of the day.
• Work week regularly exceeds 40 hours per week.
• This position requires a flexible work schedule, with stringent deadlines from sponsor organizations/companies that may require overtime including occasional evening and weekend work.

Compensation, Benefits and Position Details

• Pay Range Minimum: $80,004.00 annual
• Pay Range Maximum: $104,568.00 annual
• Shift: First Shift (United States of America)
• Temporary or Regular: This is a regular position
• FTE (Full-Time Equivalent): 100.00%
• Union/Bargaining Unit: Not Applicable

Our Commitment

The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or [email protected].