Clinical Trials Finance and Billing Coordinator

Job description

University of Colorado | CU Anschutz Medical Campus

Department of Medicine, Division of Gastroenterology and Hepatology

Clinical Trials Finance and Billing Coordinator

Position #00745238 – Requisition #20563

* Applications are accepted electronically ONLY at *

The University of Colorado Anschutz Medical Campus seeks individuals with demonstrated commitment to creating an inclusive learning and working environment. We value the ability to engage effectively with students, faculty and staff of diverse backgrounds.

The Department of Medicine, Division of Gastroenterology and Hepatology has an opening for a full-time University Staff (unclassified) Clinical Trials Finance and Billing Coordinator position.

The University of Colorado Anschutz Medical Campus is a public education, clinical and research facility serving 4,500 students, and a world-class medical destination at the forefront of life-changing science, medicine, and healthcare. CU Anschutz offers more than 42 highly rated degree programs through 6 schools and colleges, and receives over $500 million in research awards each year. We are the single largest health professions education provider in Colorado, awarding nearly 1,450 degrees annually. Powered by our award-winning faculty, renowned researchers and a reputation for academic excellence, the CU Anschutz Medical Campus drives innovation from the classroom to the laboratory to the delivery of unparalleled patient care. Read CU Anschutz Quick Facts here.

The University of Colorado’s Division of Gastroenterology and Hepatology in the Department of Medicine, located at the Anschutz Medical Campus, is an internationally renowned program digestive tract, pancreas and liver.  The Division of Gastroenterology and Hepatology has faculty and staff making contributions to research, clinical trials, and nationally recognized patient care.  Gastroenterology & GI Surgery is one of the top ranked in the United States and our clinical partner, the University of Colorado Hospital, and is in the top hospitals nationwide as ranked by U.S. News and World Report. The Division of Gastroenterology and Hepatology is rapidly growing, with clinical practices throughout the state of Colorado and over 80 researchers, physicians and staff, all working toward its vision to prevent and treat disease while being a global model for patient care delivery, interdisciplinary research, and training

Nature of Work

The University of Colorado, Department of Medicine, Division of Gastroenterology and Hepatology is seeking a Clinical Trials Finance and Billing Coordinator. This position is responsible for providing fiscal and sponsored project expertise and resources to the faculty and research staff of the Division of Gastroenterology and Hepatology. This position will work closely with Gastroenterology and Hepatology Division faculty and staff, the Office of the Grants and Contracts (OGC), CU Medicine, appropriate individuals within the University of Colorado system, and external vendors and sponsors.

The primary responsibility will be in the area of sponsored projects management within the Division of Gastroenterology and Hepatology. Responsibilities include: clinical trials budget and billing management, fiscal compliance oversight, coordination of sponsor required reporting, and closeout activities. This position will also work closely with and provide back-up to the Pre-Award Coordinator, who negotiates and prepares all clinical trials budgets and contracts. 

Examples of Work Performed:

DART Strategic/Financial Administration- 30%

  • Oversees various financial and compliance aspects of the clinical trial with close collaboration to other areas such as billing compliance
  • Develop and implement billing compliance SOPs for the division
  • Implement and oversee execution of financial policies and procedures related to all facets of the University (CU Marketplace, Peoplesoft, concur, OnCore, etc.)
  • Advises DART on the development of clinical trials billing rates and yearly increases
  • Resolves patient and sponsor billing issues
  • Perform audits/ queries to ensure integrity in billing compliance and identification of missing procedures and research activities for full life cycle of the funds
  • Knowledge of the financial process to track patient care from registration and scheduling to the final payment of a balance
  • Assist the Division Administrator with managing gift accounts including set up, closures and maintenance of accounts. Ensure accounts are linked to individual ST and review financials through CU Foundation and PS to be sure sufficient funds are available and that spending adheres to the sponsor’s guidelines
Clinical Trials Budget and Billing Management – 70%

    Independently monitors all clinical research revenue, expenses, and speedtypes for the Division of Gastroenterology & HepatologyCreates monthly financial reports for all PI’s that have clinical research funding as well as reports for leadership in the DivisionPresents the fiscal status of DART (clinical research unit of Gastroenterology & Hepatology) to leadership on a quarterly basisIndependently tracks all clinical research revenue and ensures a 100% collection of all clinical trialsGenerates processes and systems to identify if/when clinical trial revenue is late or uncollectedIndependently tracks all clinical research expenses on a monthly basis and ensure accuracy of reportingThis position is responsible for properly allocating all salary & benefits for PI’s, PRA’s, and staff DART salariesSubmit funding changes and Payroll Expense Transfers (PETs) for all clinical research to ensure accurate reporting Review negotiated budget and terms of clinical trial agreements. Prepare timely invoices for division clinical trials.Use On-Core to identify milestones achievements, bill sponsor per contract terms.Reconcile and resolve accounting discrepancies between sponsor budget, University of Colorado Hospital budget and study project accounts. Create standardized templates for invoicing and models for invoice process.Create and compile comprehensive list of clinical trial invoices. Inquire with sponsor regarding remittance. Reconcile and update list regarding received or outstanding payments. Escalate delinquent payments.Establish and maintain ongoing communication with the Office of Grants and Contracts (OGC) regarding remittance to expedite payment processing. Review, address and resolve OGC payments queries to ensure proper study accounting.Identify, prepare, and calculate Journal Entries (J/E), and other sponsored project accounting transactions as required. Work with Research Services Manager and Division Administrator to ensure personnel allocations are properly applied.Evaluate and review clinical trials ready for financial closure. Review study progress and perform comprehensive final billing reconciliation. Reconcile completed services against budget.Identify and prepare no cost extension requests to sponsors and OGC. Independently compile comprehensive list of clinical trials ready for project and contract closure. Reconcile and update list regarding study closure process. Coordinate, prepare reports and conduct meetings with Principal Investigators and/or sponsors to resolve delinquent clinical trials and unresolved payments.Attend Division Administrative Research Team (DART) meetings. Provide suggestions for pre-award contracts and maintain communication with pre-award and regulatory personnel regarding upcoming clinical trial contracts. Provide billing status of active research projects.Provide flexible clinical trial support to the DART as requested. Serve as pre-award back up. Prepare application for sponsoring agency, including the budget and technical portions of the application and all appropriate assurances for UCD approval and submission to sponsoring agency. Prepare institutional forms and coordinate process for internal approval (routing) of application. Include all sponsor specific application guidelines to facilitate the review process. Finalize and submit final proposal to sponsor according to UCD and sponsor guidelines and timelines.
This description is a summary only and is describing the general level of work being performed, it is not intended to be all-inclusive. The duties of this position may change from time to time, based on business need. We reserve the right to add or delete duties and responsibilities at the discretion of the supervisor and/or hiring authority.

Salary and Benefits:

The salary range (or the hiring range) for this position has been established at $49,368 - $62,796 and is commensurate with skills and experience.

The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training.

The above salary range (or hiring range) represents the University’s good faith and reasonable estimate of the range of possible compensation at the time of posting.


Total Compensation Calculator:

Diversity and Equity:

Please click here for information on disability accommodations:

The University of Colorado Denver | Anschutz Medical Campus is committed to recruiting and supporting a diverse student body, faculty and administrative staff. The university strives to promote a culture of inclusiveness, respect, communication and understanding. We encourage applications from women, ethnic minorities, persons with disabilities and all veterans. The University of Colorado is committed to diversity and equality in education and employment.

The University of Colorado Denver | Anschutz Medical Campus is dedicated to ensuring a safe and secure environment for our faculty, staff, students and visitors. To assist in achieving that goal, we conduct background investigations for all prospective employees.

Minimum Qualifications:

  • A bachelor’s degree in business, business administration, finance, accounting , education, social sciences, healthcare administration, public administration, communications, information systems, or a directly related field from an accredited institution
  • 2 years of professional level experience
Substitution: A combination of education and related technical/paraprofessional experience may be substituted for the bachelor’s degree on a year for year basis, but not for the specific experience.

Required: Candidates must meet minimum qualifications at the time of hire.

Preferred Qualifications:

    Experience working with clinical trials3+ years’ experience financial reporting and/or finance/budgeting.3+ years’ experience working in an academic institution
  • Experience utilizing University of Colorado systems: PeopleSoft, m-fin reporting, CU Marketplace and InfoEd.

    Ability to communicate effectively, both in writing and orally. Ability to establish and maintain effective, collaborative working relationships with employees at all levels throughout the institution.Outstanding customer service skills.Demonstrated commitment and leadership ability to advance diversity and inclusion.
    Advanced computer skills, including financial analysis functions in Excel.Ability to manage multiple ongoing projects and requests.Strong organizational skills and attention to detail.Ability to manage, communicate, and complete complex team-based projects.Ability to work in a fast-paced environment with 40+ active research projects.Ability to interpret and apply contract terms and conditions to spending within the University system and policy.Understand the unique processes involved in the overall research effort and possess the ability to comprehend the needs of the individual researchers.

Job Category: Research Services
Primary Location: Aurora
Schedule: Full-time
Posting Date: Mar 19, 2021
Unposting Date: Ongoing




Diversity Profile: University



View more

Learn more on Inside Higher Ed's College Page for University

Arrow pointing right
Job No:
Posted: 3/24/2021
Application Due: 5/15/2021
Work Type: Full Time