Job Summary

The Clinical Trial Assistant plays a vital role in supporting the financial and administrative functions of the Research Department. This position focuses on payment processing, invoice management, and ensuring compliance with funding requirements for clinical studies.

Responsibilities include coordinating contracts, tracking study-related expenses, generating invoices, and maintaining financial records. The role also involves interfacing with investigators, clinical research associates, and external vendors to facilitate efficient billing and financial oversight.

Strong organizational skills, attention to detail, and the ability to manage multiple tasks while maintaining confidentiality are essential for success in this role. Proficiency in Microsoft Office and experience handling research-related finances are highly beneficial.

Duties and Essential Job Functions

· Assist in the financial management of research projects.

· Collect, review, prepare, and track documents for study applications, materials, and equipment coordination.

· Interface with Investigators, external service providers, and CRAs during the billing process.

· Serve as the local administrative main contact, working closely with the CRO and sponsor team throughout the study duration.

· Prepare and/or support contract preparation at the site level.

· Generate invoices for all research projects.

· Lead logistical arrangements for internal and external meetings, including document distribution and email archiving.

· Provide financial breakdowns for project reports.

· Ensure expenditure aligns with funding requirements.

· Maintain records, monitor income, reconcile budgets, and follow up with staff members.

· Design and maintain detailed Excel workbooks, including Macros, for multi-strand research projects.

· Guide staff on procurement, expenses, and billing practices related to clinical projects.

· Calculate quarterly bonuses.

· Build and maintain strong relationships with internal and external stakeholders.

· Manage executive scheduling, including meetings, appointments, and travel arrangements.

Other Responsibilities: This job description does not include a comprehensive list of duties. Responsibilities may change at any time with or without notice.

Competencies

· Strong attention to detail and organizational skills

· Excellent written and verbal communication skills

· Experience with payment processing and invoice negotiation, preferably in clinical research

· Clerical and computer experience; in the medical field setting

· Exceptional planning and time-management abilities

· Ability to work independently while maintaining confidentiality

· Strong multitasking and prioritization skills

· Creative problem-solving abilities

· Positive attitude and adaptability in fast-changing environments

· Ethical conduct and professionalism

Qualifications

Required:

· High School diploma or General Educational Development (GED)

· Maintain confidentiality

· Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)

· Experience managing deadlines

· HIPAA compliance

Preferred:

· Bachelor’s degree

· Minimum three years of experience as a Data Coordinator

· Three to five years of medical office experience

· Experience in healthcare or clinical research

· Bilingual (Spanish preferred)