OnCore Financial (Post-Award) Specialist Sponsored

UPMC; Pittsburgh (Allegheny County); Hybrid; USD 65,000 - 95,000; Full time

Job summary

UPMC is seeking an OnCore Financial Specialist to manage sponsor invoicing, reconcile payments, and ensure compliance with institutional and federal guidelines. The role supports study teams, maintains financial data across CashFlow/OnCore and aligns with PeopleSoft by reconciling costs against visits and sponsor payments.

The position is in-office three days per week, with focus on accurate documentation, pricing, and financial reporting for clinical trials.

Qualifications

• Minimum education in finance or healthcare administration with relevant post-award experience.
• Experience with clinical trial post-award financial management or equivalent.
• Proficiency with OnCore CTMS and its financial modules, and strong understanding of sponsor contracts.

Responsibilities

• Maintain and manage sponsor invoicing to ensure timely payment for clinical trial activities
• Reconcile payments based on subject visit tracking and study milestones
• Ensure compliance with institutional policies and federal regulations
• Monitor financial activity and maintain billing compliance
• Track revenue and maintain payment logs for clinical trials
• Coordinate contract closeouts and respond to audit inquiries
• Develop financial reports and forecasting tools to support study teams
• Assist with affiliate and subaward payments
• Submit study closeouts and extensions to Sponsored Programs Administration
• Provide training and support to research staff on OnCore financial modules
• Utilize institutional systems including Excel, Epic, OnCore, and PeopleSoft to generate ad hoc and routine reports
• Liaise with sponsors to submit invoices, process returned checks, troubleshoot discrepancies, and respond to financial inquiries to ensure smooth post-award operations

Skills

Communication

Organizational

Analytical

OnCore CTMS

Advanced Excel

EHR knowledge

Research billing knowledge

Independent work

Education

Bachelor’s degree in finance/healthcare administration

Master’s degree preferred

Tools

OnCore CTMS

Epic

PeopleSoft

Excel

Job description

Purpose

Under direction of the Senior OnCore Administrator, the OnCore Financial Specialist is responsible for managing sponsor invoicing, reconciling payments, and ensuring compliance with institutional and federal guidelines. This role works closely with study team and managers to ensure all protocol-required procedures are accurately documented and appropriately priced following each subject visit. The specialist maintains and adjusts financial data within the clinical trial management systems (CashFlow/OnCore) and ensures alignment with UPMC's PeopleSoft financial system by reconciling contracts, budgets, and per-patient costs against actual visits and sponsor payments.

Purpose

Under direction of the Senior OnCore Administrator, the OnCore Financial Specialist is responsible for managing sponsor invoicing, reconciling payments, and ensuring compliance with institutional and federal guidelines. This role works closely with study team and managers to ensure all protocol-required procedures are accurately documented and appropriately priced following each subject visit. The specialist maintains and adjusts financial data within the clinical trial management systems (CashFlow/OnCore) and ensures alignment with UPMC's PeopleSoft financial system by reconciling contracts, budgets, and per-patient costs against actual visits and sponsor payments.

Please note that this position is in-office three days per week.

Responsibilities

• Maintain and manage sponsor invoicing to ensure timely payment for clinical trial activities
• Reconcile payments based on subject visit tracking and study milestones
• Ensure compliance with institutional policies and federal regulations
• Monitor financial activity and maintain billing compliance
• Track revenue and maintain payment logs for clinical trials
• Coordinate contract closeouts and respond to audit inquiries
• Develop financial reports and forecasting tools to support study teams
• Assist with affiliate and subaward payments
• Submit study closeouts and extensions to Sponsored Programs Administration
• Provide training and support to research staff on OnCore financial modules
• Utilize institutional systems including Excel, Epic, OnCore, and PeopleSoft to generate ad hoc and routine reports
• Liaise with sponsors to submit invoices, process returned checks, troubleshoot discrepancies, and respond to financial inquiries to ensure smooth post-award operations
• Bachelor's degree in finance, healthcare administration, or a related field (Master's preferred)
• Minimum 2 years of experience in clinical trial post-award financial management or equivalent experience
• Recommended proficiency in OnCore CTMS and its financial modules and strong understanding of clinical research billing and sponsor contract terms
• Excellent communication, organizational, and analytical skills
• Ability to work independently and manage multiple priorities
• Familiarity with IRB processes and regulatory documentation is a plus
• Experience with industry-sponsored clinical trials preferred
• Knowledge of Medicare Coverage Analysis and billing compliance preferred
• Familiarity with EHR systems and research billing workflows preferred
• Advanced Excel skills and experience with financial reporting tools preferred

Licensure, Certifications, and Clearances

• Act 34

UPMC is an Equal Opportunity Employer/Disability/Veteran