Research Admin Assistant

University of Florida; Campus (IL); On-site; USD 27,000 - 38,000; Full time

Job summary

The University of Florida is seeking a Research Administrative Assistant to review, validate, and manage clinical trial service charges and payments, ensuring timely processing, accuracy, and regulatory compliance. The role requires coordination with department teams, adherence to processing timelines, and vigilance in audit readiness.

Strong Excel skills and experience with post-award grants are preferred, with responsibilities spanning charge validation, invoicing, and cover duties for the

Qualifications

• High school diploma or equivalent and four years of relevant experience.
• Experience in post-award clinical trials preferred.
• Proficiency with Microsoft Excel and tracking/logging is required.

Responsibilities

• Review, validate, and confirm clinical trial charges for multiple systems and departments.
• Process payments and maintain detailed financial tracking to ensure audit readiness.
• Coordinate with study teams to resolve charging discrepancies and delays.
• Provide coverage for the Pediatrics Research Office during peak periods.

Skills

Microsoft Excel

Verbal communication

Written communication

Organizational skills

Education

High school diploma

Tools

myUFL financial system

Job description

Classification Minimum Requirements

High school diploma or equivalent and four years of relevant experience. Appropriate college coursework may substitute at an equivalent rate for the required experience.

Classification Title

Research Admin Assistant

Classification Minimum Requirements

High school diploma or equivalent and four years of relevant experience. Appropriate college coursework may substitute at an equivalent rate for the required experience.

Job Description

The Research Administrative Assistant is responsible for reviewing, validating, and managing clinical trial service charges and payments to ensure timely processing, financial accuracy, and compliance with institutional and regulatory requirements. This role requires not only prior experience in clinical research administration, but also the exercise of professional judgment, close coordination within department, and adherence to strict processing timelines.

Oversight and confirmation of clinical trial services

• Review, validate, and confirm all clinical trial charges generated by CTSI, CRC, IDS, Redcap, and Shands (via the EPIC Research Module) for Department of Pediatrics clinical trials.
• Collaborate with study coordinators to verify services performed, billing discrepancies, and resolve charge-related issues in a timely manner.
• Ensure all clinical trial charges are reviewed and confirmed within required institutional processing timelines (generally within 72 hours of receipt) to maintain billing compliance and prevent delayed or non-compliance.
• Utilize tracking logs and financial reports to actively monitor charges and invoices, reconcile services performed against invoices received, and follow up to resolve missing, delayed, or incomplete invoices.
• Serve as a primary liaison with CTSI/CRC/IDS Research Billing Teams and the SHANDS Research Billing Office to resolve incorrect services, billing discrepancies, and invoicing errors, including escalation of complex issues as needed.
• Maintain documentation of charge validation, discrepancy resolution, and approvals to support audit readiness, compliance monitoring, and sponsor inquiries.

Invoice processing and financial tracking

• Process payment of invoices following confirmation of charges from SHANDS, CTSI, CRC, and IDS, ensuring accuracy and create cover page for invoices for compliance with HIPAA.
• Maintain detailed financial tracking logs, including payment confirmations and supporting documentation, to ensure transparency and audit readiness.
• Monitor payment activity to identify delays or discrepancies and coordinate resolution with billing offices and study teams.

Other Duties As Assigned

• Provide coverage for the Pediatrics Research Office during periods of leave, vacancy, or increased workload.
• Perform other duties and special projects as assigned in support of the Pediatrics Research Office.

Expected Salary

$23.77

Preferred Qualifications

• Experience working in post award clinical trials
• Good verbal and written communication skills
• Good organizational skills
• Demonstrated experience operating in Microsoft excel
• Knowledge of University of Florida rules, regulations and policies relating to pre- and post-award grants administration and clinical trial grant processes
• Previous experience in confirming services and then processing payment based on services confirmed
• Experience using the myUFL financial system. Ideal candidate would be able to look up balances and chartfield information.
• Experience working in medical setting and interacting with medical professionals and support staff

Health Assessment Required: No.