Research Admin Assistant

University of Florida; United States; On-site; USD 27,000 - 38,000; Full time

Job summary

University of Florida is seeking a Research Administrative Assistant to manage clinical trial service charges, validate invoices, and ensure timely payments within pediatrics research. This role emphasizes collaboration with CTSI, CRC, IDS, and SHANDS teams, adherence to HIPAA, and meticulous record-keeping.

The position requires a high school diploma with several years of relevant experience and strong Excel and communication skills, in a fast-paced clinical research setting.

Qualifications

• High school diploma or equivalent with four years of relevant experience.
• Experience in clinical research administration, especially post-award activities.
• Strong communication and organizational skills.
• Proficiency in Microsoft Excel.
• Familiarity with myUFL and EPIC Research Module.
• Experience working in medical settings with professionals.

Responsibilities

• Review, validate, and confirm all clinical trial charges for pediatrics trials.
• Collaborate with study coordinators to verify services and resolve billing discrepancies.
• Ensure charges are reviewed within 72 hours to maintain billing compliance.
• Utilize tracking logs and financial reports to reconcile services and invoices.
• Serve as liaison with CTSI/CRC/IDS and SHANDS Research Billing Office.
• Maintain documentation to support audit readiness and sponsor inquiries.
• Provide coverage for the Pediatrics Research Office as needed.
• Process payment of invoices and create cover pages for HIPAA compliance.

Skills

Verbal communication

Written communication

Organizational skills

Post-award clinical trials experience

Tools

EPIC Research Module

myUFL financial system

Microsoft Excel

Job description

Job no: 541668
Work type: Staff Full-Time
Location: Off-Campus Work Location
Categories: Health Care Administration/Support, Grant or Research Administration
Department: 29090100 - MD-PEDS-ADMINISTRATION

Classification Title:

Research Admin Assistant

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
• Perform other duties and special projects as assigned in support of the Pediatrics Research Office.

$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 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.

Advertised: 05 Nov 2026 Eastern Standard Time
Applications close: 19 Nov 2026 Eastern Standard Time

The University of Florida is an Equal Employment Opportunity Employer.