Job Description SummaryThe Grants Administrator II serves as the Clinical Trial Finance Manager for the Department of Neurology and is responsible for the comprehensive financial administration of the department's clinical research portfolio. Reporting to the Vice Chair for Finance & Administration with day-to-day operational oversight from the Finance Manager, this position manages all financial aspects of industry-sponsored studies, federally funded clinical research, foundation awards and investigator-initiated clinical studies.
EntityMedical University of South Carolina (MUSC - Univ)
Worker TypeEmployee
Worker Sub-TypeClassified
Cost CenterCC000985 COM Neurology CC
Pay Rate TypeSalary
Pay GradeUniversity-GEN10
Pay Range57,700.00 - 80,800.00 - 103,900.000
Scheduled Weekly Hours40
Work ShiftJob DescriptionUNIV - Grants Administrator II (Neurology Clinical Research Administration)
Job Description SummaryThe Grants Administrator II serves as the Clinical Trial Finance Manager for the Department of Neurology and is responsible for the comprehensive financial administration of the department's clinical research portfolio. Reporting to the Vice Chair for Finance & Administration with day-to-day operational oversight from the Finance Manager, this position manages all financial aspects of industry-sponsored studies, federally funded clinical research, foundation awards and investigator-initiated clinical studies.
The Clinical Trial Finance Manager partners closely with Principal Investigators (PIs), study coordinators, the Office of Clinical Research (OCR), Office of Research and Sponsored Programs (ORSP), Grants and Contracts Accounting (GCA), and sponsors to ensure effective financial stewardship throughout the entire lifecycle of each clinical study.
This position functions as the department's primary financial resource for clinical trials providing expertise in study budget development, contract financial review, sponsor negotiations, financial forecasting, post-award administration, invoicing, reporting, compliance, and study closeout while ensuring adherence to institutional, state, federal, and sponsor requirements.
Job Duties30% - Clinical Trial Budget Development & Study Start-UpServe as the financial lead during study startup and award establishment.
- Working with OCR, develop and negotiate clinical trial budgets and sponsors
- Evaluate financial feasibility and advise Principal Investigators regarding study profitability and resource requirements.
- Review Prospective Reimbursement Analyses (PRAs) and compare budgets against contracts to ensure consistency.
- Prepare budget justifications and assist with grant applications.
- Submit Internal Processing Forms (IPFs) and coordinate study activation.
- Collaborate with OCR, ORSP, GCA, sponsors, and study teams throughout startup.
- Coordinate financial implementation for new studies including Workday setup, cost centers, billing plans, and financial tracking.
25% - Clinical Trial Financial ManagementServe as the primary financial administrator for the Department's clinical research portfolio.
- Manage financial administration for more than 70 active clinical trials valued at approximately $13 million.
- Monitor study expenditures, revenues, salary allocations, participant payments, subcontract activity, and sponsor receivables.
- Establish and maintain study financial records within Workday.
- Review expenditures for sponsor and institutional compliance.
- Coordinate invoicing for startup fees, milestone payments, enrollment payments, administrative fees, pass-through costs, and study closeout payments.
- Monitor accounts receivable and ensure timely collection of sponsor payments.
- Identify financial risks and recommend corrective actions to investigators and leadership.
- Process award amendments, protocol revisions, carryovers, no-cost extensions, and financial modifications.
15% - Financial Reporting, Forecasting & Portfolio AnalysisProvide advanced financial analysis supporting departmental clinical research operations.
- Develop monthly and quarterly financial reports for PIs and department leadership. Financial reporting meetings may also be scheduled at the request of PIs and Department leadership.
- Conduct budget-to-actual analyses and spending forecasts.
- Analyze enrollment trends and study financial performance.
- Develop financial projections based on enrollment, staffing, sponsor revenue, and study timelines.
- Present portfolio performance to investigators, research leadership, Finance leadership, and department administration.
- Develop and maintain dashboards utilizing Microsoft Excel and WorkDay reporting tools.
- Recommend opportunities to improve financial performance and operational efficiency.
15% - Clinical Trial Operations & Billing OversightSupport operational excellence across the Department's clinical research enterprise.
- Collaborate with research coordinators to ensure protocol-required activities are billed appropriately.
- Monitor internal recharge activity, hospital charges, and sponsor billable events.
- Provide financial guidance and training to PIs and coordinators.
- Assist with implementation of departmental standard operating procedures.
- Maintain working knowledge of sponsor regulations and institutional policies.
10% - Study Closeout & ComplianceCoordinate financial closeout activities for completed clinical studies.
- Review study milestones to ensure all earned revenue has been invoiced.
- Coordinate residual balance transfers and closeout with GCA.
- Prepare journal entries and financial reconciliations.
- Assist with quarterly effort reporting and compliance monitoring.
- Ensure accurate documentation supporting sponsor audits and institutional reviews.
5% - Strategic Initiatives & Process ImprovementSupport continuous improvement of the Department's clinical research operations.
- Develop process improvements that enhance reporting accuracy, efficiency, and customer service.
- Participate in departmental strategic planning initiatives.
- Utilize Microsoft Copilot and other automation tools to streamline workflows.
- Participate in institutional committees, professional development, and research administration training.
- Perform other duties as assigned. Utilize Microsoft Copilot, Power BI, and other emerging technologies to improve reporting and workflow processes.
MUSC Minimum Training and Experience Requirements:- A bachelor's degree in business administration, public administration or the social sciences and four years experience in contracts and grant administration activities.
Preferred Qualifications- Bachelor's degree in Business Administration, Finance, Accounting, Public Administration, Healthcare Administration or related field.
- Five (5) years of experience in sponsored research administration, clinical research finance, grants administration, or financial management.
- Experience negotiating clinical trial budgets with industry sponsors.
- Experience managing NIH, federal, foundation, and industry-sponsored awards.
- Experience with clinical trial financial management and study lifecycle administration.
- Experience using WorkDay, Cayuse, OnCore, or similar research administration systems.
- Experience creating financial reports and dashboards.
Preferred Knowledge, Skills, and Abilities- Advanced Microsoft Excel skills, including Pivot Tables, XLOOKUP, financial modeling, and complex formulas.
- Strong financial analysis, forecasting, budgeting, and reporting skills.
- Demonstrated ability to independently manage a large and diverse sponsored research portfolio.
- Strong understanding of clinical trial budgeting principles and sponsor payment structures.
- Excellent verbal and written communication skills.
- Ability to effectively present financial information to investigators and leadership.
- Strong organizational, analytical, and project management skills.
- Ability to prioritize competing deadlines in a fast-paced academic medical center.
- Ability to build collaborative relationships across multidisciplinary teams.
- Commitment to providing exceptional customer service while maintain regulatory and financial compliance.
Additional Job DescriptionMinimum Requirements: A bachelor's degree in business administration, public administration or the social sciences and four years experience in contracts and grant administration activities. Physical Requirements: (Note: The following descriptions are applicable to this section: Continuous - 6-8 hours per shift; Frequent - 2-6 hours per shift; Infrequent - 0-2 hours per shift) Ability to perform job functions in an upright position. (Frequent) Ability to perform job functions in a seated position. (Frequent) Ability to perform job functions while walking/mobile. (Frequent) Ability to work indoors. (Continuous) Ability to work outdoors in all weather and temperature extremes. (Infrequent) Ability to work in confined/cramped spaces. (Infrequent) Ability to bend at the waist. (Frequent) Ability to fully use both hands/arms. (Continuous) Ability to perform repetitive motions with hands/wrists/elbows and shoulders. (Frequent) Ability to reach in all directions. (Frequent) Possess good finger dexterity. (Continuous) Ability to maintain tactile sensory functions. (Continuous) Ability to lift, carry, lower, push or pull objects 15 lbs or more, unassisted. (Frequent) Ability to maintain 20/40 vision, corrected. (Continuous) Ability to see and recognize objects close at hand. (Continuous) Ability to see and recognize objects at a distance. (Frequent) Ability to match or discriminate between colors. (Continuous) Ability to determine distance/relationship between objects; depth perception. (Frequent) Good peripheral vision capabilities. (Frequent) Ability to hear and/or understand conversations. (Continuous) Ability to perform gross motor functions with frequent fine motor movements. (Frequent) Ability to work in dusty areas. (Infrequent) Additional New Requirements: Computer literacy.
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