ADMINISTRATIVE MANAGER
Duke University
- Durham, NC
- Permanent
- Full-time
- Review and evaluate the charge assignment grid based on the schedule of events and protocol.
- Provide financial advice to PI's and CRC's in the negotiation of study budgets with sponsors.
- Review of individual study finances on a regular basis (monthly or more often as needed) with the RPM and as requested with the CRU director.
- Facilitate efforts with RPM to address budget-related issues with the CRU Medical Director, PIs, and study coordinators as appropriate.
- Coordinate with RPM that grant billing reports received by study teams are reviewed on a weekly basis; ensure process is in place for ongoing update of recipients for these reports.
- Collaborate summaries(ICS) for all new projects.
- Coordinate with RPM, CRC's, CRS's and PI's to prepare realistic internal costs
- Maintain financial records for each CRU managed study per the institutional documents retention guidelines.
- Review and route sponsored projects proposals through SPS to ORA ,to ensure compliance with University procedures and institutional signature.
- Track the status of proposed projects related to budget and contract issues and provide updates to the CRU leadership, PIs and staff to support decision-making regarding new studies and resolve funding sources for underfunded projects.
- Confirm receipt of final contractor award; understand the terms and restrictions and deliverables of agreement.
- For industry funded projects, facilitate the Revenue Management process; track subject activity & milestones, determine Earned Revenue, determine accrual amounts; validate the information and submit entries for the General Ledger to SOM Finance.
- Monitor invoicing if invoicing occurs at the division/cluster level, and/or invoice sponsor as appropriate for negotiated fees and procedures, as dictated by contract. Monitor accounts receivable and follow up with sponsors as necessary.
- Collaborate with PAFM Post Award Financial Management office for Federal and Foundation projects to ensure cash collection, particularly for Capitation or Invoice-required milestone agreements.
- Ensure process (SOP)is in place within the department and CRU for proper handling of sponsor checks for deposit.
- Monitor and communicate assignment of effort for Faculty and staff to sponsored or internal funds, coordinate with RPM, CRU director and faculty/staff to align with work done; Work with other departmental staff/leadership as needed; Ensure compliance with federal requirements and institutional standards.
- Monitor compliance with institutional policies regarding the assignment, review, and validation of patient care expenses. Work with FPM, CRU director, research team, and PRMO to correct inappropriate charging of patientcare expenses.
- Interpret departmental policies and procedures, making decisions on specific operating problems and issuing instructions (i.e., patient billing issues, determining appropriateness of project expenditures based on budgeted expenses, etc.) on behalf of CRU and departmental leadership in accordance with precedents and policies.
- Coordinate the close-out activity for completed projects and distribute margins in accordance with
- CRU procedures and institutional guidance; in cases of overdraft spending, follow CRU procedures for appropriate write offs.
- Generate and analyze monthly financial reports of the CRU finances, showing the study revenue and costs associated. Share with CRU Leadership and PI's on regular basis; to ensure an understanding of the current fiscal performance of the studies and identify areas of concern that may need resolution.
- Provide guidance to the CRU leadership in terms of understanding the overall financial results of the CRU portfolio of studies. And significant issues, transfers or outliers should be explained in detail.
- Manage overdrafts in line with departmental procedures and SOM guidance.
- Prepare annual operating budget for CRU Central Operations (and clusters or divisions, as appropriate) and provide updates throughout the year regarding expense and revenue forecasts to CRU Leadership, department leadership and SOM Finance.
- Assist CRU leadership and Department Chief Administrator with special financial related projects as needed.
- Assist CRU and departmental leadership in determining appropriate procedures regarding the allocation of CRU overhead costs and distribution of margin;
- Identify those studies with funding gaps and bring to the attention of the CRU Leadership Team/Faculty Advisory Council.
- Perform pre-award and post-award research activities for a specific grants portfolio.
- Oversee and perform the post- award review of all extramural funding including government and non-government grants, foundation awards and contracts on behalf of the departments and its functional groups to assure institutional and sponsor compliance, budgetary appropriateness, and compliance of grant and contract awards to applicable governmental guidelines.
- Submit fiscal reports as required.
- Manage requests tore- budget when necessary.
- This position will need to assist in pre-award and post award during heavy workload periods or when necessary to meet grant related timelines.
- Participate in meetings of CRU Financial Practices Managers and CRU Advisory Council; provide input regarding institutional standards and systems ;serve on sub committees as requested following the approval of the individual CRU director.
- Represent the CRU and department head in meetings with PRMO, CRSO, SOM Finance and other areas related to CRU and clinical research operations.
- Participate in audits conducted of CRU studies by both internal and external authorities PI and CRU Director.
- Obtain needed training in areas of clinical study conduct and regulations to strengthen knowledge of clinical research good clinical practices.
- Prepare and coordinate distribution of various reports on financial performance (charges, receipts, A/R, cases, ASA units) on a monthly basis.
- Prepare reports on financial metrics, work RVUs, CDEs for incentive-based areas (ICUs, Pain Service)on a monthly basis.
- Calculate and update quarterly all Fair Market Value calculations for the following services:
- Calculate Risk Sharing (Incentive)programs for each of the ICU units listed above and the Pain Division
- Perform ad hoc reporting as necessary.
- Perform annual VA contract financial pricing model rate renewal and monthly invoices