Accounting and Administrative Specialist

Description

- Clinical Trial Finance & Administrative Support

• Maintain and update sponsor, contract, and study budget information within financial tracking systems during study start-up and amendments.
• Prepare and record sponsor invoices based on study milestones, participant visits, and other invoiceable activities in accordance with study budgets.
• Review clinical trial contracts and budgets to ensure accurate financial tracking and billing alignment
• Track participant stipends, reimbursements, and study-related payments.
• Maintain vendor information and documentation when establishing new vendor relationships.
• Assist corporate accounting with vendor invoices, payments, and financial documentation related to clinical trials.
• Maintain accurate financial documentation for study activities to support sponsor reporting and internal financial oversight.
• Coordinate with the corporate Staff Accountant and Controller on reconciliations and financial reporting.
• Support month-end close activities related to site-level study finances.
• Assist corporate accounting with external audit preparation and documentation as needed.

- Front Desk & Participant Coordination 

• Greet and check in clinical trial participants in a professional and welcoming manner.
• Schedule, confirm, and manage study visit appointments.
• Answer phone calls and respond to participant inquiries regarding study visits and scheduling.
• Collect, organize, and maintain required participant paperwork and documentation.
• Support communication between participants, research coordinators, and investigators.
• Maintain accurate participant records in scheduling or research systems.
• Help maintain a clean, organized, and professional front desk and reception environment.

Requirements

- Education & Experience

• High school diploma or GED required.
• Associate degree or coursework in accounting, business administration, healthcare administration, or a related field preferred.
• 1+ year of experience in an administrative, accounting, or medical office role preferred.
• Experience working with spreadsheets and basic accounting or bookkeeping processes preferred.
• Experience in clinical research, medical offices, or healthcare billing systems is a plus but not required.

- Skills & Competencies

• Strong organizational skills with high attention to detail.
• Ability to manage multiple tasks and priorities in a fast-paced environment.
• Friendly and professional customer service skills for interacting with study participants.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office and spreadsheet-based financial tracking tools.
• Ability to maintain confidentiality and handle sensitive financial and participant information in compliance with HIPAA and company policies.
• Willingness to learn clinical trial financial processes, systems, and sponsor billing requirements.