Clinical Research Budget and Billing Program Manager

University of Virginia; Charlottesville (VA); On-site; USD 95,000 - 140,000; Full time

Job summary

The University of Virginia seeks a Clinical Research Budgeting and Billing Program Manager to lead UVA's budgeting and billing framework for clinical trials. The role requires expertise in CMS/FDA requirements, Medicare coverage rules, HIPAA, and institutional policies.

Responsibilities include directing budgeting for industry trials and grants, overseeing staff, managing Epic and OnCore tooling, ensuring timely sponsor invoicing, and driving continuous process improvements with CTU leadership.

Qualifications

• Bachelor's degree required.
• CCRC and/or CCRP certification within one year of hire.
• 4+ years of relevant professional experience.

Responsibilities

• Lead the budgeting and billing program with oversight, education, and support across UVA.
• Maintain expertise in CMS, FDA rules, Medicare coverage, and HIPAA.
• Perform and oversee coverage analyses for protocol services.
• Develop and negotiate budgets for industry trials, grants, and consortium studies.
• Serve as primary contact for sponsors; match protocols with investigators.
• Manage staff responsible for research billing and Epic charges review.
• Oversee OnCore calendar and financial console builds; train study teams.
• Manage sponsor invoicing to ensure timely billing per milestones.
• Maintain study portfolio and provide backup support for budgeting and invoicing.
• Conduct billing audits and implement corrective actions.
• Develop training on budgeting, billing, and coverage analysis.
• Develop and maintain a clinical research charge master.
• Develop and monitor performance metrics for trial activation and financials.
• Drive continuous improvement and standardize processes.
• Maintain policies for budgeting, billing, coverage analysis, and finances.
• Partner with CTU/CTO leadership to resolve complex issues.

Skills

Clinical research experience

Staff training and performance mgmt

Budgeting and billing experience

Education

Bachelor's degree

CCRC certification

CCRP certification

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 cinical 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.

A total of three references is required.

Minimum Requirements

• Education: Bachelor's degree required.
• Experience: 4+ years of relevant professional experience required.
• Licensure: Clinical Research Coordinator (CCRC) and/or Certified Research Professional (CCRP) is required within one year of hire.

Physical Demands

This is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require traveling some distance to attend meetings, and programs.

The University of Virginia is an equal opportunity employer. All interested persons are encouraged to apply, including veterans and individuals with disabilities. Learn more about UVA’s commitment to non-discrimination and equal opportunity employment.