Position Summary: The role of the Clinical Business Operations Associate is to review invoices and expenses against contracts established with the Research and Development function of Global Clinical Operations. Manage and maintain the trackers associated with the invoices and contracts. Support and manage various contract, administrative, legal matters, and a variety of clinical contracts as needed. This role can work Remote, but may require occasional travel to the Morristown, NJ office. The individual in this position will be responsible for managing processes and systems to support R&D s goal to make invoice review and approval tasks more efficient for the organization; and increasing the level of financial transparency and accountability within the R&D organization via implementation of effective contract management tactics and increased level of communications and information sharing with R&D contract owners. Essential Functions: To perform this job successfully an individual must be able to perform each essential function at a proficient level. Specific responsibilities will include but are not limited to: - Have knowledge of invoice schema, terminology, and methodology.
- Take ownership of invoice email inbox ensuring timely receipt, processing, and tracking of invoices. Coordinate with the R&D contract owners and study team leads to ensure invoice approvals and processing within 5 business days.
- Assisting R&D contract owners and study team leads with resolution of invoice disputes.
- Collaborate with accounting/finance to ensure timely processing of payments through internal financial systems
- Research and compare financial information using the contract budget and communicate discrepancies to budget owners and study team leads. Ensuring payments are issued in accordance with contract terms and conditions.
- Research and respond to payment status request from suppliers/vendors and internal partners.
- Collaborating and liaising with internal stakeholders throughout the entire R&D organization and corporate support functions, including but not limited to FP&A, AP, Procurement, Legal, Clinical Operations, and other Development functions, and external vendors, consultants, investigators and clinical trial sites.
- Generating and distributing new PO requests and amending existing PO s as needed.
- Reconciling and closing out POs for Contracts (e.g., confidentiality agreements, consulting agreements, clinical advisory board agreements, clinical trial agreements, research collaboration agreements, vendor services agreements and master agreements, task orders, and amendments).
- Other financial and administrative tasks as needed.
Required knowledge, skills, and abilities. - Three years in-house experience at a biotechnology, pharmaceutical, or high-tech company, with demonstrated experience in budget review.
- Thorough understanding of vendor/service agreements and the payment process, including tracking, negotiation.
- Strong customer service focus and interpersonal skills, professionalism, organization, and flexibility
- Strong attention to detail and multi-tasking skills, exceptional problem-solving abilities, and results oriented.
- Ability to work under pressure, meet deadlines, and exercise sound business judgment.
- Ability to work effectively across a matrix organization (legal, finance, IT, Procurement, and all levels of management)
- Ability to work independently and prioritize tasks and deliverables with minimal daily instruction.
Qualifications/Professional Accreditations Required - BS/BA in a related discipline preferred in Finance/Business
- 3 years experience, preferably in a biopharma R&D organization, Life Sciences, CRO
- Strong proficiency in Microsoft Excel, Word and Outlook, MS Teams, Workplace and software/systems (e.g., contract management systems, financial systems, etc.)
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