Clinical Research Accounting Officer (U) (3852)

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The primary function of this position is to provide accounting, bookkeeping, and financial administration support for the Center for Clinical Research (CCR), including departmental accounts and clinical research billing, reconciliation, study financial tracking, and related contract support. As a secondary function, the position provides designated administrative backup and support to the Director, Clinical Research Finance & Administration and other CCR leadership.

Accounting/Bookkeeping Duties 70%

1. Prepares, reviews, codes, and processes accounting transaction documents, including invoice distribution vouchers, purchase requisitions, travel vouchers, transfer documents, and other financial forms, ensuring completeness, accuracy, availability of funds, and conformity with applicable policies, procedures, budgets, and contractual terms.
2. Posts financial information to departmental and study tracking records, makes authorized adjustments, and reconciles accounts and financial activity to institutional systems and supporting documentation.
3. Reviews research-related charges in Epic and other applicable billing systems to support accurate research billing and payer routing; validates research versus standard-of-care designations against approved coverage analyses, study budgets, and supporting documentation and escalates issues requiring interpretation.
4. Identifies, documents, and tracks research billing discrepancies and inquiries; coordinates routine follow-up with study teams and other internal partners and escalates complex or unresolved issues to CCR Finance leadership.
5. Compiles and verifies monthly billable activity from project plans, financial systems, approved budgets, and supporting documentation; enters verified activity into designated CCR billing and financial tracking systems.
6. Prepares and distributes internal billing invoices after required review; tracks approvals and payments and maintains complete supporting documentation in accordance with internal billing procedures.
7. Compiles and verifies sponsor-billable activity against approved budgets and contract payment terms; prepares draft sponsor invoices and supporting documentation for review and maintains sponsor invoice and payment tracking records.
8. Reconciles sponsor payments, internal billings, study revenue, expenses, outstanding invoices, and other financial activity; researches variances, prepares correction documents when necessary, and provides summaries for CCR Finance leadership review.
9. Supports financial closeout of clinical research studies by reconciling outstanding invoices, payments, charges, vendor expenses, and other financial activity and preparing documentation for final review.
10. Supports financial setup of newly activated studies by establishing financial tracking records and verifying approved budgets, coverage analyses, billing structures, institutional account information, and other required financial documentation.
11. Tracks study amendments that affect budgets, billing structures, payment terms, or financial setup and updates applicable financial systems and documentation accordingly.
12. Enters participant stipend transactions into applicable tracking systems and reconciles ClinCard activity against approved study budgets and financial records.
13. Reviews invoices, statements, and other financial documents; determines applicable account information and funds availability, verifies supporting information, and processes or routes documents in accordance with established procedures.
14. Prepares recurring financial statements and reports for CCR leadership and other internal or external offices as assigned; collects, compiles, and organizes financial information for reporting purposes.
15. Reviews or audits assigned departmental and study accounts maintained by others to verify accuracy, completeness, and compliance with established accounting procedures.
16. Serves as fiscal officer delegate for assigned CCR accounts, within delegated authority and institutional requirements.
17. Provides guidance to CCR staff regarding established institutional accounting practices, procedures, documentation requirements, and methods related to assigned financial activities.
18. Responsible for the day to day accounting, billing, reconciliation, and recordkeeping activities of the CCR internal billing cost recovery unit, under the direction of CCR Finance leadership.

Research Contract, Budget, and Study Financial Support 15%

1. Assists with preparation of draft clinical trial budget grids, including sponsor budget line items, established institutional rates, external vendor pricing, and sponsor-versus-internal budget comparisons for review by senior CCR staff.
2. Provides routine support for research contract administration, including intake, tracking, routing, and maintenance of Clinical Trial Agreements, amendments, confidentiality agreements, and related contract records and repositories.
3. Coordinates routine follow-up with study teams, sponsors, Legal, and institutional partners regarding outstanding contract documentation, approvals, and signatures and maintains current contract status information in designated tracking systems.
4. Compares contract terms, approved budgets, coverage analyses, and related financial documentation for consistency; identifies discrepancies and refers matters requiring interpretation or negotiation to the appropriate CCR or institutional staff.
5. Assists with preparation, routing, and documentation of contract amendments and associated institutional forms and ensures executed agreements and related financial documentation are reflected in applicable CCR financial and tracking systems.
6. Maintains study financial and contract information in Smartsheet and related workflow systems to support alignment among agreements, budgets, coverage analyses, billing requirements, and financial tracking records.
7. Retrieves and reviews research-related documentation and patient records as necessary for billing validation, charge verification, and financial reconciliation; maintains related financial support documentation in an organized and audit-ready manner.

CCR Administrative Support and Backup 15%

1. Provides administrative and financial support to the Director, Clinical Research Finance & Administration for CCR departmental operations, special projects, reporting, and records management as assigned.
2. Serves as designated backup to the Office Support Specialist for processing staff absence requests and preparing bi-weekly, semi-monthly, and monthly payroll reports during absences or other assigned coverage periods.
3. Completes or assists with Payroll and Budget Office documents, including assignment costings, retroactive adjustments, and other authorized payroll or budget transactions.
4. Serves as backup reviewer/approver for assigned Pcard or other financial transactions when authorized, maintaining appropriate separation of duties and institutional internal controls.
5. Assists with preparation and processing of selected Human Resources, appointment, assignment, or other administrative documents when assigned by the Director, Clinical Research Finance & Administration.
6. Maintains confidential financial, administrative, and contract records within assigned areas and ensures records are organized, complete, and retained in accordance with institutional requirements.
7. Serves as backup for screening telephone calls and visitors; determines needs and personally handles routine inquiries, requests and/or problems, provides factual information regarding unit regulations and procedures.
8. Serves as backup for screening daily incoming mail pertaining to the CCR.
9. Serves as the backup Safety and Emergency Response Team Leader for CCR in the 201 E. Madison building; maintains, completes, and files evacuation reports with SIU SM's Safety and Emergency Response Department; completes annual safety training.
10. Performs other related duties as assigned that are consistent with the Accounting Officer classification and the financial and administrative support needs of the Center for Clinical Research.

Credentials to be Verified by Placement Officer

1. Any one or combination totaling two (2) years (24 months) from the categories below:
   1. Course work in accounting, as measured by the following conversion table or its proportional equivalent:
      • 9 semester hours equals two (2) years (24 months)
   2. Course work in any discipline as measured by the following conversion table or its proportional equivalent:
      • 30 semester hours equals one (1) year (12 months)
      • Associate's Degree (60 semester hours) equals eighteen (18) months
      • 90 semester hours equals two (2) years (24 months)
   3. Work experience in bookkeeping, office support, or closely related experience

1. Ability to apply extensive knowledge of bookkeeping practices and procedures.
2. Ability to apply a thorough knowledge of accounting techniques and reconcile complex financial records.
3. Ability to compile, analyze, and organize financial information and prepare routine financial reports or statements.
4. Ability to identify discrepancies among financial records and supporting documentation, research the source of differences, and determine appropriate next steps within established procedures.
5. Ability to learn and use institutional financial, billing, research, and workflow systems, including spreadsheets and database applications.
6. Ability to work independently, establish priorities, meet recurring deadlines, and exercise sound judgment within established guidelines.
7. Ability to communicate clearly and professionally with faculty, staff, sponsors, vendors, hospitals, and institutional offices regarding financial and administrative matters.
8. Strong attention to detail and ability to maintain accurate, organized, and audit-ready financial and administrative records.
9. Ability to handle confidential financial, personnel, research, and patient-related information appropriately.
10. Sensitive to the needs of underrepresented minority populations.

Pursuant to the State Universities Civil Service System, an out-of-state resident who is hired into this position must establish Illinois residency within 180 calendar days of their start date.

If you require assistance, please contact the Office of Human Resources at hrrecruitment@siumed.edu or call 217-545-0223 Monday through Friday, 8:00am-4:30pm.

The mission of Southern Illinois University School of Medicine is to optimize the health of the people of central and southern Illinois through education, patient care, research and service to the community.

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"Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act."

Southern Illinois University School of Medicine is an Affirmative Action/Equal Opportunity employer who provides equal employment and educational opportunities for all qualified persons without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, protected veteran status or marital status in accordance with local, state and federal law.

Pre-employment background screenings required.