Clinical Trials Budget Specialist - Department of Medicine, Division of Hematology and Oncology

Job Description

The Department of Medicine, Division of Hematology and Oncology, has an outstanding opportunity for a Clinical Trials Budget Specialist to join their Central Administration Finance team.

About this Opportunity

Reporting to the Clinical Research Budget Manager, this position works closely with research faculty and staff and is responsible for clinical research budgeting and revenue cycle strategy, development and oversight. Specifically, this position oversees and negotiates optimal pricing and payment terms for investigator initiated and industry sponsored clinical trials, ensuring regulatory compliance and fiscal accountability.

The Division of Hematology and Oncology is primarily located on the Fred Hutch Cancer Center campus, but also has faculty and staff located at University of Washington (UW) Medical Center, Harborview Medical Center, the VA Puget Sound Health Care System, and South Lake Union. The Clinical Trials Budget Specialist is eligible to be considered for a telework fully remote work schedule, though, this position works with on-site teams and project work visits may be required at affiliate locations.

Key Responsibilities

Clinical Trial Budget Development, Revenue Cycle, and Financial Risk Management (50%)

• Perform comprehensive and independent review of all documents related to the research study funding, including study budget, protocol, consent form, contract, and other supporting documentation.
• In collaboration with Principal Investigators, identify and differentiate between research-specific procedures and standard of care.
• Using established systems and committees, seek appropriate prices quotes from University of Washington, Fred Hutch Cancer Center, and other partner institution service departments.  Independently negotiate successful clinical trial budgets and payment terms with study sponsors.
• Coordinate with disease program research staff to ensure each study’s consent form delineates research care and standard of care. 
• Coordinate with UW and FHCC offices involved in the review and negotiation of clinical trial budgets and contracts, including UW Clinical Research Budget and Billing office, the UW Office of Sponsored Programs, and the FHCC Research Implementation Office.

Post Award Revenue Recovery (50%)

• Perform comprehensive and independent review of patient activity, and in comparison to the Clinical Trial Agreement, perform complex financial reconciliations to ensure full revenue recovery.
• Identify invoiceable items in contracts and ensure regular invoicing and accounts receivable aging follow up.
• Use CTMS system, ONCORE, for financial reconciliation of studies that are operational in that system.  Independently troubleshoot payment issues with sponsors in a timely manner.
• Identify and assist faculty to mitigate budget deficits, including communication with sponsor for amendments. 

Required Qualifications

To be considered for this opportunity your application must demonstrate you meet both the minimum qualifications and additional qualifications listed below. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Minimum Qualifications

• Bachelor's Degree in Business, Science, or Health-related field and a minimum of three years’ experience with clinical research budget development, clinical research coordination, or related research or healthcare experience.
• Applicants who do not meet these minimum qualifications WILL NOT be forwarded to the Hiring Department.

Additional Qualifications

• Experience using OnCore for financial reconciliation

Preferred Qualifications

• Proven background as a research study coordinator within an academic medical center, with specific experience in oncology clinical research.
• Familiarity with interpreting contractual documents, resolving ambiguities, and negotiating clinical trial pricing, budgets, and payment terms.
• Deep knowledge of Medicare Clinical Trials Policy alongside federal, state, and institutional regulations, with hands-on experience using ICD-9, CPT, and HCPCS billing codes.
• Highly desirable experience utilizing Epic for Research charge routing.
• Strong written and oral presentation skills with an ability to translate complex policy, financial, or scientific information for faculty, management, and clinical staff.
• Demonstrated ability to teach, mentor, and train others effectively in one-on-one sessions, group environments, or remote settings.
• Exceptional customer service and organizational skills with a proven capacity to prioritize workflows independently and collaborate efficiently in a team.
• Strong working knowledge of Microsoft Office Suite with demonstrated skill in Excel.

Working Conditions

• Fast-paced office environment, with a high volume of often-complex projects.  
• The work is deadline driven and requires rapid and frequent communications, not only between individuals, but also by computer and/or telephone for much of the day. 
• Work week regularly exceeds 40 hours per week.
• The position is a 100% remote position and requires working during the regular business hours of the institution.
• This position requires a flexible work schedule. Stringent deadlines from sponsor organizations/companies to meet deadlines may require overtime including occasional evening and weekend overtime.

About the Team

The University of Washington's Division of Hematology & Oncology includes 150+ staff and 130+ faculty members located at the UW Medical Center, the Fred Hutchinson Cancer Center (FHCC), and the VA Puget Sound Health Care System. As the premier hematology/oncology program in the Pacific Northwest, we balance the twin aims of innovative, life-saving research and knowledge-driven, patient-focused cancer care. Over the past 40 years, members of the Division have developed the world's leading bone marrow transplant program. In addition, members of the Division have made substantial contributions to many other areas of cancer treatment, including the use of tumor vaccines, cellular therapy for cancer, antibody-based treatments, and novel forms of chemotherapy and hormonal therapy. Our division is deeply committed to maintaining its position as one of the leading centers for research and treatment of cancer in the world.

Compensation, Benefits and Position Details

Pay Range Minimum:

Pay Range Maximum:

Other Compensation:

Benefits:

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Temporary or Regular?

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About the UW 

Working at the University of Washington provides a unique opportunity to change lives – on our campuses, in our state and around the world.  

UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty. 

Our Commitment 

The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu. 

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.