Senior Research Administrator

Overview

The Hybrid Research Business Operations Specialist (Research Adminstrator) supports the full life cycle of clinical and research studies that include a clinical trial component, integrating activities across Awards Management, Coverage Analysis, Budgeting/Contract Negotiation, and Clinical Trial Financial Oversight.

This position ensures regulatory and fiscal compliance from pre-proposal through closeout by coordinating with investigators, departments, sponsors, and institutional offices. The role bridges three critical domains—Awards, Pre-Activation, and Clinical Trial Financial Management—to promote accuracy, transparency, and efficiency in study setup and execution.

Responsibilities

Key Responsibilities

Pre-Proposal and Quoting

• Prepare preliminary cost estimates and feasibility quotes for clinical and translational projects, incorporating standard institutional rates, salary allocations, and indirects.
• Coordinate with investigators and department administrators to define resource needs, sponsor assumptions, and institutional commitments.
• Collaborate with DRA and Clinical Trials Team to ensure alignment with proposal guidelines and internal review requirements.

Coverage Analysis and Budget Development

• Conduct Coverage Analyses (CA) in accordance with CMS NCD 310.1, local coverage determinations (LCDs), and institutional billing policies.
• Differentiate standard of care vs. research-only costs, assign appropriate billing designations, and validate CPT coding.
• Develop detailed internal budgets and sponsor cost proposals reflecting CA results, rate cards, and institutional overhead structures.
• Collaborate with the Contracting and Negotiation Team to ensure budgets align with payment terms and invoicing schedules.

Contract Negotiation Support

• Partner with contracting offices (DHRO, Legal, Supply Chain) to review payment terms, reimbursement models, and financial obligations.
• Ensure payment terms, milestones, holdbacks, and audit clauses are harmonized between the CTA, budget, and coverage analysis grid.
• Track negotiation progress and flag bottlenecks for escalation.

Award Management and Activation

• Support award setup and activation by coordinating between the Sponsored Program Administration Team, Clinical Trial Finance, Department Research Administrators, and Sponsored Research Office.
• Review Like Institution Sub-contracts for consistency with negotiated budgets and institutional policies.
• Prepare internal financial build in the Clinical Trials Finance and ensure appropriate fund and account creation.
• Coordinate with the OnCore CTMS and finance teams for activation readiness.

Financial Management and Reporting

• Monitor study finances across the project life cycle: activation, invoicing, collections, and closeout when applicable.
• Uniform Guidance and sponsor terms.
• Track expenses, reconcile accounts, and coordinate corrective actions for deficits or unallowable costs.
• Partner with departments to ensure appropriate cost transfers, effort reporting, and timely invoicing.

Metrics, Systems, and Continuous Improvement

• Utilize OnCore CTMS, TrialPro, and TrialConnx systems for workflow tracking, coverage analysis, budget versioning, and milestone management.
• Maintain dashboards for time-to-activation, invoice aging, and payment reconciliation.
• Participate in process improvement initiatives focused on harmonization across awards, budgeting, and post-award operations.

Training, Mentoring, and Cross-Functional Collaboration

• Provide training and mentorship for junior analysts in coverage analysis, budgeting, and award setup workflows.
• Serve as liaison between ORO, DHRO, and the Clinical Trials Office, ensuring consistent communication and documentation standards.
• Contribute to handbook and SOP development supporting the CTO Mentorship Program and Pre-Activation Handbook.

Other duties as assigned

Qualifications

• Bachelor’s degree in a related field or the equivalent in education and experience required.
• Five (5) years research administration work experience required.
• Certification in Research Administration preferred
• Experience in a healthcare or academic research administration setting and knowledge of electronic research administration systems
• Working knowledge of federal regulations relating to grants, contracts, and research compliance a well as non-federal sponsored research
• Ability to work effectively, independently and as a member of a team.
• Ability to exercise judgment, initiative, and discretion and to interact with staff and outside