Clinical Trial Assistant-Payment

Job Summary

The Clinical Trial Assistant plays a vital role in supporting the financial and administrative functions of the Research Department. This position focuses on payment processing invoice management and ensuring compliance with funding requirements for clinical studies.

Responsibilities include coordinating contracts tracking study-related expenses generating invoices and maintaining financial records. The role also involves interfacing with investigators clinical research associates and external vendors to facilitate efficient billing and financial oversight.

Strong organizational skills attention to detail and the ability to manage multiple tasks while maintaining confidentiality are essential for success in this role. Proficiency in Microsoft Office and experience handling research-related finances are highly beneficial.

Duties and Essential Job Functions

Assist in the financial management of research projects.

Collect review prepare and track documents for study applications materials and equipment coordination.

Interface with Investigators external service providers and CRAs during the billing process.

Serve as the local administrative main contact working closely with the CRO and sponsor team throughout the study duration.

Prepare and/or support contract preparation at the site level.

Generate invoices for all research projects.

Lead logistical arrangements for internal and external meetings including document distribution and email archiving.

Provide financial breakdowns for project reports.

Ensure expenditure aligns with funding requirements.

Maintain records monitor income reconcile budgets and follow up with staff members.

Design and maintain detailed Excel workbooks including Macros for multi-strand research projects.

Guide staff on procurement expenses and billing practices related to clinical projects.

Calculate quarterly bonuses.

Build and maintain strong relationships with internal and external stakeholders.

Manage executive scheduling including meetings appointments and travel arrangements.

Other Responsibilities: This job description does not include a comprehensive list of duties. Responsibilities may change at any time with or without notice.

Competencies

Strong attention to detail and organizational skills

Excellent written and verbal communication skills

Experience with payment processing and invoice negotiation preferably in clinical research

Clerical and computer experience; in the medical field setting

Exceptional planning and time-management abilities

Ability to work independently while maintaining confidentiality

Strong multitasking and prioritization skills

Creative problem-solving abilities

Positive attitude and adaptability in fast-changing environments

Ethical conduct and professionalism

Qualifications

Required:

High School diploma or General Educational Development (GED)

Maintain confidentiality

Proficiency in Microsoft Office Suite (Outlook Word Excel PowerPoint)

Experience managing deadlines

HIPAA compliance

Preferred:

Bachelors degree

Minimum three years of experience as a Data Coordinator

Three to five years of medical office experience

Experience in healthcare or clinical research

Bilingual (Spanish preferred)