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Job Description

The Department of Medicine: Hematology & Oncology has an outstanding opportunity for a Clinical Trials Budget Specialist to join their team.

About this Opportunity

Reporting to the Clinical Research Budget Manager, the Central Admin Clinical Trials Budget Specialist is responsible for clinical research budgeting and revenue cycle strategy, development and oversight across all Division Teams within the Division of Hematology and Oncology. 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. This position is also responsible to lead full revenue recovery, assisting and training research teams in revenue recovery. At any given time, up to 25 research projects may be in various stages of development and/or negotiation. This position requires in-depth knowledge and experience in clinical research coordination, revenue cycle development, budgeting, compliance, regulations, and Clinical Trials Software Systems (CTMS). This position reports to the Clinical Research Budget Manager and works closely with research faculty and staff in the Division of Hematology and Oncology.

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. As such, this position is required to continuously integrate information from multiple sources to ensure that our clinical research proposals meet the requirements of the University, external agencies, institutions and industry. This position interacts closely with clinical and administrative departments and regulatory committees, providing information and coordinating efforts across multiple process partners, including UWMC, FHCC and HMC.

This position is key to the success of the Division's research programs, promoting timely and efficient study start-up while ensuring the program’s clinical research studies are compliant and financially sound. This will require a strong partnership with faculty and staff both within and external to the program, as well as with our Industry Partners.

DUTIES AND RESPONSIBILITIES

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

+ Understand and exercise independent judgment in interpreting complex oncology clinical trial protocols to develop study-specific budgets that account for all procedural and labor costs.

+ 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.

+ Understand and interpret all institutional, state, and federal policies related to clinical research budgeting and billing; act as Division expert on such polices.

+ Participate in Program research meetings and budgeting/start up committee meetings as needed.

+ Develop tools and metrics with the goal of increasing study budgeting process efficiencies and streamlining operations. 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.

+ Advise teams and faculty on the financial strength of contracts, including recommending not activating a study if full cost recovery is not achievable through negotiation.

+ Review and approve budgets prior to and after negotiation from centralized start up services.

_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.

+ Interpret and analyze budgets both during active period and post closure, to provide feedback to budget building teams on areas of concern and strength.

+ Provide training to fiscal staff on full revenue recovery, how to invoice and assist in development of staff to manage post award revenue

+ Collaborate with faculty, research and fiscal staff in the development of clinical research revenue cycle policies. Monitor and assess program compliance around clinical trial budget development, identifying opportunities for improvement and implementing changes to stabilize and strengthen compliance.

+ Participate in Program and Institutional meetings as needed.

+ Other duties/projects as assigned

_Lead Responsibilities:_** **_​_

+ Serve as Program expert on clinical trial budgeting and revenue cycle development, policies and compliance.

MINIMUM REQUIREMENTS

+ 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.

_Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration._

DESIRED QUALIFICATIONS

• Ability to work effectively and efficiently in a group environment

• Exceptional organizational and customer service skills

• Strong written and oral presentation skills

• Ability to communicate effectively with all levels of faculty, management and clinical research staff

• Ability to convey complex policy, financial and scientific/technical information in a manner that is understandable to a wide audience

• Ability to teach and mentor others in group settings, in one-on-one sessions, and remotely

• Ability to prioritize and organize work independently

• Demonstrated skill in using Microsoft Excel

• Experience in an academic medical center

• Experience negotiating clinical trial budget and payment terms

• Experience as a research study coordinator

• Experience in oncology clinical research

• Familiarity with interpreting regulatory and contractual documents, identifying and resolving ambiguities, negotiating pricing and payment terms, and interpreting complex implications of research protocols.

• Knowledge of the Medicare Clinical Trials Policy and other federal, state and institutional clinical research regulations

• Experience with using International Classification of Diseases, 9th Revision (ICD-9), Current Procedural Terminology (CPT), and Healthcare Common Procedure Coding System (HCPCS) billing codes in a clinical research environment

• Strong working knowledge Microsoft Office Suite.

• Experience using Epic for Research charge routing is highly desirable.

• Experience using OnCore is highly desirable.

CONDITIONS OF EMPLOYMENT

+ 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.

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Compensation, Benefits and Position Details

Pay Range Minimum:

$80,004.00 annual

Pay Range Maximum:

$104,568.00 annual

Other Compensation:

-

Benefits:

For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/

Shift:

First Shift (United States of America)

Temporary or Regular?

This is a regular position

FTE (Full-Time Equivalent):

100.00%

Union/Bargaining Unit:

Not Applicable

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 (https://policy.uw.edu/directory/po/executive-orders/eo-81-prohibiting-discrimination-harassment-and-sexual-misconduct/) .

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or [email protected] .

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 (https://app.leg.wa.gov/RCW/default.aspx?cite=28B.112.080) .

University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.