Clinical Research Budget and Billing Program Manager

University of Virginia; Charlottesville (VA); On-site; USD 110,000 - 160,000; Full time

Job summary

University of Virginia seeks a Clinical Research Budgeting and Billing Program Manager to lead and optimize UVA's budgeting, billing, coverage analyses, and financial workflows for clinical trials. You will collaborate with CTU leadership, investigators, and sponsors to ensure compliant, efficient operations.

You will oversee staff, use Epic, OnCore, and Huron systems, and mentor teams in charging, audits, and cost recovery. This is an exempt, benefited role based in Charlottesville.

Qualifications

• 7+ years of clinical research finances and budget oversight.
• Experience with budgeting, coverage analyses, and billing for clinical trials.
• Regulatory knowledge: CMS/FDA, Medicare, HIPAA, policies.

Responsibilities

• Lead the clinical research budgeting and billing program, providing oversight and support.
• Maintain expertise in CMS, FDA, Medicare rules, and HIPAA.
• Perform and oversee coverage analyses for billing to sponsors, accounts, or third parties.
• Develop and negotiate budgets for industry-sponsored trials, grants, and studies.
• Serve as primary contact for pharmaceutical, biotechnology, and CROs with CTU leadership.
• Manage staff responsible for research billing and coverage analyses in Epic.
• Oversee OnCore calendar and financial consoles; train study teams.
• Manage sponsor invoicing to ensure timeliness and accuracy.
• Maintain assigned study portfolio; provide backup budgeting and invoicing support.
• Conduct research billing audits and drive corrective actions.
• Develop and deliver training for investigators and staff on budgeting and billing.
• Develop and maintain a clinical research charge master for non-medical services.
• Develop metrics for trial activation, budgeting, invoicing, and financial performance.
• Drive continuous improvement to compliance, turnaround time, and transparency.

Skills

Budgeting & Billing Leadership

Regulatory compliance (CMS FDA HIPAA)

Training & staff development

Stakeholder communication

Contracting & invoicing processes

Education

CCRC or CCRP certification within 1 year

Tools

Epic

OnCore

Huron

Job description

The Clinical Research Budget and Billing Program Manager will lead UVA's clinical research budgeting and billing program to ensure compliant, efficient, and financially sound clinical trial operations.

Key Responsibilities

• Lead the clinical research budgeting and billing program, providing oversight, education, and support across UVA.
• Maintain expertise in applicable regulations, including CMS and FDA requirements, Medicare coverage rules, Federal Anti-Kickback laws, HIPAA, and institutional policies.
• Perform and oversee coverage analyses to determine appropriate billing of protocol-required services to sponsors, research accounts, third-party payers, or other sources.
• Develop and negotiate clinical trial budgets for industry-sponsored trials, grants, and consortium studies. Ensure budgets capture personnel effort, clinical procedures, non-procedural costs, institutional fees, and invoiceable services.
• Serve as a primary contact for pharmaceutical companies, biotechnology companies, and CROs, in partnership with CTU leadership. Assess incoming study opportunities and help match protocols with appropriate Principal Investigators based on expertise, interest, patient population, and research capacity.
• Manage and support staff responsible for research billing, including coverage analysis and second-pass review of study-related charges in Epic. Ensure charges follow the approved coverage analysis and applicable regulations and policies.
• Oversee OnCore calendar and financial console builds to support study financial management, invoicing, and cost recovery. Train study teams to use these tools effectively.
• Manage sponsor invoicing processes to ensure accurate and timely invoicing when contractual milestones are met.
• Maintain an assigned study portfolio and provide backup support for budgeting, coverage analysis, billing, and invoicing when needed.
• Conduct research billing audits to identify compliance or operational gaps. Develop and implement corrective actions at the study, departmental, and institutional levels.
• Develop and deliver training for investigators and research staff on clinical research budgeting, billing, coverage analysis, and financial processes.
• Develop and maintain a clinical research charge master for non-medical research services.
• Develop and monitor performance metrics for trial activation, budgeting, billing, invoicing, CTU utilization, staff effort, cost recovery, and financial performance.
• Drive continuous improvement by identifying inefficiencies, standardizing processes, and implementing solutions that improve compliance, turnaround time, transparency, and financial performance.
• Develop and maintain policies and procedures governing clinical research budgeting, billing, coverage analysis, and financial management.
• Partner with CTU and CTO leadership, study teams, investigators, and institutional stakeholders to resolve complex issues and continuously improve clinical research operations.

Preferred Qualifications

• 7 years+ years of clinical research experience demonstrating progressive levels of responsibility including but not limited to: management of research finances, clinical trial portfolio oversight, hiring and training research financial staff and performance management.
• Experience with research systems including but not limited to EPIC, OnCore and Huron.
• Clinical Research Coordinator (CCRC) and/or Certified Research Professional (CCRP) is required within one year of hire.

This position will remain open until filled. This is an exempt level, benefited position. The University will perform background checks on all hires (if required) prior to employment. Applicants must be currently authorized to work in the United States. For this role, the University will not sponsor or consider candidates requiring sponsorship for employment visas now or in the future. This is a restricted position.