"YCCI Pre-Award Budget and Financial Analyst"

Overview

The Pre-Award Budget and Financial Analyst is responsible for developing, reviewing, and negotiating clinical trial and research study budgets with external research sponsors and stakeholders. This role ensures that all proposed budgets are accurate, compliant, and financially viable. The position works closely with investigators, study teams, sponsors, Clinical Research Organizations (CROs), legal teams, and other internal stakeholders to align financial terms with study requirements and institutional policies.

Key Responsibilities

Budget Development & Financial Analysis

• Provide professional support and assistance to faculty and administrators seeking external funding for research and other sponsored projects, on sponsor submission requirements, regulatory compliance, pre and post award requirements, and University, federal, and state regulations governing sponsored programs.
• Develop, review, and manage comprehensive clinical trial budgets for industry-sponsored, investigator-initiated, and federally funded studies.
• Collaborate with investigators, study coordinators, department administrators, and central offices to support timely study start-up.
• Review sponsor documents (i.e., applications, award notices, research protocols, and terms and conditions). Perform detailed cost analyses, including per-patient costs, pass-through expenses, start-up fees, and overhead.
• Ensure budgets align with study protocols, schedules of events, and institutional policies.
• Conduct financial feasibility assessments for new, incoming study opportunities.

Budget Negotiation & Contract Support

• Lead budget negotiations with sponsors, CROs, and other external partners to ensure full cost recovery and alignment with institutional standards.
• Collaborate closely with internal legal and contracts teams to align budget terms with clinical trial agreements.
• Negotiate payment schedules, milestone payments, invoice terms, and reimbursement structures in collaboration with internal legal representatives.
• Negotiate budget amendments and resolve budget-related issues and discrepancies throughout the study lifecycle.
• Well-represent Yale and Yale professional standards during all communications, internally and externally.

Financial Management & Reporting

• Support financial forecasting and reconciliation activities. Works closely with post-award to assess payment tracking, invoicing, and variance analysis.
• Identify financial risks and recommend mitigation strategies.
• Provide ad-hoc financial reports and insights to study teams and leadership as requested.

Compliance & Process Improvement

• Ensure compliance with Federal, State, Local, and institutional policies.
• Maintain accurate financial documentation and audit-ready records.
• Contribute to the development and improvement of budgeting tools, templates, and standard operating procedures to enhance pre-award financial workflows and efficiency.
• Stay current with industry trends, sponsor pricing models, and regulatory changes affecting clinical trial finance.
• Investigate issues, evaluate the full context, and identify policies, procedures, and guidance to support resolution. Propose recommendations or solutions as appropriate.
• Collaborate with other Business Offices, Central Offices, external institutions and sponsoring agencies to ensure the proper management of sponsor funds.

Required Skills and Abilities

1. Strong analytical, accounting, financial management, and problem-solving skills with comprehensive knowledge of accounting principles and financial concepts.
2. Proficiency in computer applications including advanced knowledge of MS Excel, Word, and familiarity with financial systems and database query tools.
3. Excellent communication skills, both verbal and written, with demonstrated organizational skills and attention to detail.
4. Strong interpersonal and customer service skills with the ability to work independently and as part of a team in a high-volume, fast-paced environment.
5. Ability to prioritize, multitask, and maintain high levels of accuracy while meeting deadlines.

Preferred Skills and Abilities

1. Experience in academic medical centers, CROs, or pharmaceutical/biotech organizations.
2. Familiarity with federal grant budgeting and cost principles.
3. Working knowledge of clinical trial contracts, billing compliance, and Medicare coverage analysis.
4. Direct experience with OnCore CTMS, Epic EMR and Salesforce CRM, Professional research and/or finance certification (e.g., CCRA, CCRP, or financial certifications).
5. A Master's degree in a related field, CPA certification, or prior experience in public accounting or higher education financial roles.
6. Leadership experience or equivalent training.

Required Qualifications

• Bachelor’s degree in Finance, Accounting, Business Administration, Healthcare Administration, or a related field.
• 3-5 years of experience in clinical trial finance, budgeting, and/or research administration.
• Demonstrated experience negotiating clinical trial budgets with sponsors or CROs and/or negotiating clinical trial budgets with research sites on behalf of sponsor/CRO.
• Strong analytical skills with attention to detail.
• Proficiency in Microsoft Office Suite, including Excel, and clinical trial management systems (CTMS) or financial tracking tools.
• Familiarity with Clinical Trial Management Systems (CTMS), Electronic Medical Record Systems, and Customer Relationship Management (CRM) software.
• Utilize clinical trial management systems (CTMS) and financial tracking tools to support study oversight.
• Excellent negotiation and stakeholder management skills.
• Superior written and verbal communication skills.
• Extensive analytical, critical thinking, and problem-solving abilities.
• Ability to work independently in a remote environment while maintaining strong collaboration with cross-functional teams.
• Excellent time management; ability to manage multiple studies, projects and deadlines at one time.
• Maintains professional and productive work environment with commitment to collaboration, compliance, and research integrity.
• Adaptability in a fast-paced, remote work environment.

Principal Responsibilities

1. Financial Analysis and Reporting: Analyzes and synthesizes information and designs and creates accurate and timely reports that add value to the management of University operations. Advises and applies GAAP to specialized areas to properly report out on financial conditions. Designs financial reporting to meet the compliance needs of internal and external users. Extracts and consolidated data from multiple sources.
2. Financial methods & systems: Contributes to the planning and improvement of practices, processes and systems. Collaborates with all levels of internal and external contacts to carry out department goals. Provides a high level of service that cultivates and maintains strong working relationships and effectively communicates information; takes ownership and accountability for timeliness, accuracy and relationship management.
3. Accounting and Reconciliation: Accurately records enterprise or subsystem transactions and verifies other entries are recorded correctly to ensure accuracy of balance sheets, income statements, and other financial activities. Performs complex multi-system reconciliations; navigates through multiple complex systems and reporting tools to independently investigate and resolve routine and non-routine discrepancies. Applies and adjusts entries to the general ledger or subsystems and ensures adherence to GAAP, regulatory requirements and financial reporting considerations. Communicates effectively at all levels and applies sound judgment when handling sensitive information.
4. Strategic Resource: Translates department finance goals into objectives. Identifies, and raises potential financial opportunities, issues, risks, ideas and solutions. Identifies the appropriate stakeholders to include in consultations, communications, approvals or buy-ins for designing and implementing changes.
5. Compliance and Risk Management: Establishes, implements and/or maintains strong internal controls in areas of assigned responsibility to provide reasonable assurance of effective and appropriate resources use, accurate financial information, and adherence to contractual obligations and agreements, policies, procedures, and external regulatory requirements.
6. Mentors, leads and/or supervises staff.
7. May perform other duties as assigned.

Required Education and Experience

Bachelor’s degree in Accounting, Business, Economics or Finance and four years of related experience or an equivalent combination of education and experience. Demonstrated application of financial, accounting and economic concepts.