Research Finance Manager

Hospital for Special Surgery; New York (NY); On-site; USD 86,000 - 131,375; Full time

Job summary

Hospital for Special Surgery is seeking a Senior Research Budget Manager to lead pre-award activities for a diverse clinical trials portfolio. You will oversee budget staff, review protocols and contracts, and collaborate with sponsors to optimize research costs.

Strong CTMS and Epic experience are preferred. Join a leading academic medical center and drive compliant, efficient budgeting and invoicing for multiple service lines across Surgery, Medicine, and ancillary departments.

Qualifications

• Bachelor's degree required; Master’s degree in Life Sciences, Healthcare Administration, Business Administration, Nursing, or a related discipline preferred.
• Minimum of 5 years of progressively responsible experience in clinical research administration, clinical trials management, or related leadership roles.
• Experience managing financial aspects of externally funded Phase I-IV clinical trials.
• Prior training and experience in Qualifying Clinical Trial (QCT) determination and Medicare Coverage Analysis (MCA).
• Strong clinical background with ability to review complex investigational protocols.

Responsibilities

• Oversee pre-award budget staff and related financial, regulatory, and personnel activities.
• Manage pre-award activities for a complex clinical research portfolio using grants, contracts, CMS coverage analysis and regulatory knowledge.
• Review protocol, budget, contract, consent forms, and lab manuals.
• Assist in developing budgets with external sponsors to ensure proper negotiation.
• Collaborate on budgets for investigator-initiated and translational projects with investigators.
• Interact with investigators and staff, providing high-quality service.
• Coordinate with ancillary lines to develop charge masters and fee schedules.
• Contribute to invoicing systems and revenue collection processes to standardize billing.
• Engage with Post Award and Research Accounting to prevent deficits.
• Ensure QCTs are identified and configured in Epic/CTMS.
• Ensure compliant billing with regulations and payor requirements.
• Assist in denial resolutions with Revenue Cycle.
• Review protocol amendments with pre-award team.
• Review budgets against sponsor protocols and compliance.
• Deliver reports and metrics to leadership.
• Support projects and strategic initiatives for leadership.
• Assist in SOPs and training for billing compliance.

Skills

Budget management

Regulatory compliance

Financial analysis

Communication skills

CTMS experience

Education

Bachelor's degree

Master’s degree preferred

Tools

CTMS

Epic

Job description

Emp Status

Regular Full time

Work Shift

Day (United States of America)

Compensation Range

The base pay scale for this position is $86,000.00 - $131,375.00. In addition, this position will be eligible for additional benefits consistent with the role. The salary of the finalist selected for this role will be determined based on various factors, including but not limited to: scope of role, level of experience, education, accomplishments, internal equity, budget, and subject to Fair Market Value evaluation. The hiring range listed is a good faith determination of potential compensation at the time of this job advertisement and may be modified in the future.

What You Will Be Doing

Importance of Role:

• Develop and implement process improvement and standard practices surrounding budget review, development, and negotiation; clinical research billing review and payment milestone; evaluation, tracking, and management of clinical trial earnings and expenses; sponsor invoicing; and timely collection.
• Supports the Contracts Administrator in reviewing payment milestones within clinical trial agreements (CTAs) and related contracts.
• Serves as an administrative liaison to 15+ service lines across Surgery, Medicine (e.g., Rheumatology, Neurology), and ancillary departments (e.g., Pathology, Radiology, Rehabilitation, Anesthesia).
• Facilitates the timely review and execution of research-related agreements and subcontracts.
• Establish professional relationships with pharmaceutical, device manufacturer, CRO, and non-profit counterparts to facilitate amicable and timely negotiations.
• Ensure that the hospital is maximizing its revenue both from the funder of clinical trials and to advance Service Line's efficiency and profitability.

Daily Responsibilities Include

• Provides oversight and direction to pre-award budget staff, including financial, operational, regulatory, and personnel-related activities
• Manages pre-award activities for a complex portfolio of clinical research studies within Research Administration using knowledge of federal grants, corporate contracts, and clinical trial management rules and regulations including coverage analysis (CMS), technical expertise, and analytical skills.
• Reviews and interprets clinical research documents including protocol, budget, contract, informed consent, and laboratory manual.
• Responsible for assisting Service Line Research Managers and other members of the pre-award budget team with the development of research budgets with external corporate sponsors to assure research costs are appropriately negotiated.
• Collaborates with Sponsored Programs to support the development of budgets for investigator-initiated projects and translational projects, including those with associated clinical care costs, in partnership with investigators and scientists.
• Interacts regularly with and provides high quality customer service to investigators, research assistants, and service line managers conducting sponsored research/clinical trials.
• Works with ancillary service lines (e.g. radiology; clinical labs, pharmacy etc.) to develop charge master with fee schedules for clinical care related to research.
• In collaboration with Research Accounting, contributes information and ideas related to areas of responsibility as part of a cross functional team by establishing a business process and systems for invoicing and the collection of revenues based on the executed clinical research agreement to assure standardization of research and billing compliance initiatives.
• Daily interactions with Post Award Administration and Research Accounting to help develop opportunities to prevent clinical research deficits.
• Ensures qualifying clinical trials (QCTs) are appropriately identified and configured within Epic and applicable clinical trial management systems.
• In collaboration with the Research Systems Administrator, assurance that billing is reviewed and performed in compliance with applicable regulations and payor requirements.
• In collaboration with Research Accounting assists in the resolution of denials in conjunction with Revenue Cycle personnel in Finance department.
• Ensures that protocol amendments are properly reviewed and processed by the pre-award team in accordance with established procedures.
• Reviews budgets for consistency with sponsor protocols and monitors compliance with funding agency and HSS regulations regarding submission and financial progress reporting.
• Develops and delivers reports, metrics and data analyses in response to leadership requests, supporting strategic decision‑making and operational oversight.
• Supports special projects and strategic initiatives, including presentations to leadership, committee participation, process improvement efforts, operational retreats, and other institutional priorities as assigned.
• Assists with the development of policies and procedures (SOPs) and training/education initiatives within the Quality Assurance Program related to research billing compliance.

Minimum Qualifications

• Bachelor's degree required; Master’s degree in Life Sciences, Healthcare Administration, Business Administration, Nursing, or a related discipline preferred.
• Minimum of 5 years of progressively responsible experience in clinical research administration, clinical trials management, or related leadership roles.
• Experience managing financial aspects of externally funded Phase I-IV clinical trials.
• Prior training and experience in Qualifying Clinical Trial (QCT) determination and Medicare Coverage Analysis (MCA).
• Strong clinical background with the ability to review and understand complex investigational drug, biologic, and medical device protocols.
• Experience with Clinical Trials Management System (CTMS) implementation and administration preferred.
• Thorough understanding of research administration principles governing federal and non-federal sponsored research.
• Thorough knowledge of applicable regulatory and compliance requirements related to clinical research, including human subjects protections, financial conflict of interest, research billing compliance, and IRB requirements.
• Proven ability to analyze complex financial issues, assess organizational impact, identify creative solutions, and implement recommendations.
• Experience analyzing expenditures and financial trends to support budget forecasting and adjustments.
• Demonstrated ability to develop, evaluate, and improve systems and processes supporting research administration operations.
• Experience preparing and presenting complex financial and operational reports for leadership, sponsors, and regulatory stakeholders.
• Ability to maintain professionalism and collaborate effectively with individuals at all organizational levels.
• Excellent verbal, written, and interpersonal communication skills.

Non-Discrimination Policy

Hospital for Special Surgery is committed to providing high quality care and skilled, compassionate, reliable service to our community in a safe and healing environment. Consistent with this commitment, Hospital for Special Surgery provides care, admits, and treats patients and provides all services without regard to age, race, color, creed, ethnicity, religion, national origin, culture, language, physical or mental disability, socioeconomic status, veteran or military status, marital status, sex, sexual orientation, gender identity or expression, or any other basis prohibited by federal, state, or local law or by accreditation standards.