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Overview

The Hybrid Research Business Operations Specialist (Research Adminstrator) supports the full life cycle of clinical and research studies that include a clinical trial component, integrating activities across Awards Management, Coverage Analysis, Budgeting/Contract Negotiation, and Clinical Trial Financial Oversight.

This position ensures regulatory and fiscal compliance from pre-proposal through closeout by coordinating with investigators, departments, sponsors, and institutional offices. The role bridges three critical domains—Awards, Pre-Activation, and Clinical Trial Financial Management—to promote accuracy, transparency, and efficiency in study setup and execution.

Responsibilities

Key Responsibilities

* Pre-Proposal and Quoting

* Prepare preliminary cost estimates and feasibility quotes for clinical and translational projects, incorporating standard institutional rates, salary allocations, and indirects.

* Coordinate with investigators and department administrators to define resource needs, sponsor assumptions, and institutional commitments.

* Collaborate with DRA and Clinical Trials Team to ensure alignment with proposal guidelines and internal review requirements.

* Coverage Analysis and Budget Development

* Conduct Coverage Analyses (CA) in accordance with CMS NCD 310.1, local coverage determinations (LCDs), and institutional billing policies.

* Differentiate standard of care vs. research-only costs, assign appropriate billing designations, and validate CPT coding.

* Develop detailed internal budgets and sponsor cost proposals reflecting CA results, rate cards, and institutional overhead structures.

* Collaborate with the Contracting and Negotiation Team to ensure budgets align with payment terms and invoicing schedules.

* Contract Negotiation Support

* Partner with contracting offices (DHRO, Legal, Supply Chain) to review payment terms, reimbursement models, and financial obligations.

* Ensure payment terms, milestones, holdbacks, and audit clauses are harmonized between the CTA, budget, and coverage analysis grid.

* Track negotiation progress and flag bottlenecks for escalation.

* Award Management and Activation

* Support award setup and activation by coordinating between the Sponsored Program Administration Team, Clinical Trial Finance, Department Research Administrators, and Sponsored Research Office.

* Review Like Institution Sub-contracts for consistency with negotiated budgets and institutional policies.

* Prepare internal financial build in the Clinical Trials Finance and ensure appropriate fund and account creation.

* Coordinate with the OnCore CTMS and finance teams for activation readiness.

* Financial Management and Reporting

* Monitor study finances across the project life cycle: activation, invoicing, collections, and closeout when applicable.

* Uniform Guidance and sponsor terms.

* Track expenses, reconcile accounts, and coordinate corrective actions for deficits or unallowable costs.

* Partner with departments to ensure appropriate cost transfers, effort reporting, and timely invoicing.

* Metrics, Systems, and Continuous Improvement

* Utilize OnCore CTMS, TrialPro, and TrialConnx systems for workflow tracking, coverage analysis, budget versioning, and milestone management.

* Maintain dashboards for time-to-activation, invoice aging, and payment reconciliation.

* Participate in process improvement initiatives focused on harmonization across awards, budgeting, and post-award operations.

* Training, Mentoring, and Cross-Functional Collaboration

* Provide training and mentorship for junior analysts in coverage analysis, budgeting, and award setup workflows.

* Serve as liaison between ORO, DHRO, and the Clinical Trials Office, ensuring consistent communication and documentation standards.

* Contribute to handbook and SOP development supporting the CTO Mentorship Program and Pre-Activation Handbook.

Other duties as assigned

Qualifications

* Bachelor’s degree in a related field or the equivalent in education and experience required.

* Five (5) years research administration work experience required.

* Certification in Research Administration preferred

* Experience in a healthcare or academic research administration setting and knowledge of electronic research administration systems

* Working knowledge of federal regulations relating to grants, contracts, and research compliance a well as non-federal sponsored research

* Ability to work effectively, independently and as a member of a team.

* Ability to exercise judgment, initiative, and discretion and to interact with staff and outside agencies in a professional manner.

* Technological proficiency including email, calendars, databases, and Office suite

* Excellent communication, organization, and customer service skills

Required Licensure/Certifications

- None

* Remote:Fully Remote

* Area of Interest:Research/Science

* Pay Range:$77,792.00/Yr. - $124,467.20/Yr. (Based on 40 hours per week, otherwise pro rata)

* FTE/Hours per pay period:1.00 - 1.00 - 40 hrs/week

* Shift:Day

* Job ID:34628

Dartmouth Health offers a total compensation package that includes a comprehensive selection of benefits. Our Core Benefits include medical, dental, vision and life insurance, short and long term disability, paid time off, and retirement plans. Click here for information on these benefits and more:Benefits | DHMC and Clinics Careers

Dartmouth Health is an Affirmative Action and Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.

Dartmouth Hitchcock Medical Center and Dartmouth Hitchcock Clinics comply with applicable Federal civil rights laws and do not discriminate on the basis of race, color, national origin, age, disability, or sex. We do not exclude or treat people differently because of race, color, national origin, age, disability, or sex.