Job description

Working at Yale means contributing to a better tomorrow. Whether you are a current resident of our New Haven-based community, eligible for opportunities through the New Haven Hiring Initiative, or a newcomer, interested in exploring all that Yale has to offer, your talents and contributions are welcome. Discover your opportunities at Yale! Overview The Pre-Award Budget and Financial Analyst is a critical role within the Protocol Activation and Lifecyle Management (PALM) team, responsible for completing assigned Medicare Coverage Analyses (MCAs) and research budgets. This includes developing, reviewing, and negotiating clinical trial and research study budgets with external research sponsors and stakeholders in alignment with the completed study MCA. This role ensures that all assigned MCAs and 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, billing compliance, and institutional policies. Key Responsibilities Qualified Clinical Trial Evaluation (QCT) and Medicare Coverage Analysis (MCA): • Conduct thorough evaluations to determine which studies qualify under Medicare guidelines and institutional policies, and document results in the Clinical Trial Management System (CTMS), OnCore. • Completion of Coverage Analysis and/or review of third-party vendor-completed Coverage Analysis, ensuring adherence to all applicable national and local coverage determinations, Medicare policies, and other relevant guidance. • Apply deep understanding of Medicare benefit categories and other study factors that may impact qualifying status (e.g., compassionate use, comparative effectiveness, coverage with evidence development, etc.). Budget Development & Financial Analysis • Provide professional support and assistance to faculty and administrators seeking external funding for research and other sponsored projects. • 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, MCAs and institutional policies. • Conduct financial feasibility assessments for new, incoming study opportunities. Budget Negotiation • 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. 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 MCA and 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. Experience in clinical research budgeting, coverage analysis, billing and/or a related area. 2. Demonstrated experience developing detailed Medicare Coverage Analyses and clinical research budgets, with strong knowledge of the respective guiding polices and regulations. Demonstrated experience negotiating clinical trial budgets with sponsors or CROs and/or negotiating clinical trial budgets with research sites on behalf of sponsor/CRO. 3. Effective project management skills, with the ability to handle multiple projects simultaneously, independently problem-solve, and effectively manage time workload. 4. Excellent communication, negotiation, problem-solving, critical thinking, and stakeholder management skills. Ability to prioritize and adapt in a fast-paced, remote work environment. 5. Proficient technology skills, including Microsoft Office Suite, use of Clinical Trial Management Systems and Electronic Medical Record systems. Ability to leverage and interpret data. Preferred Skills and Abilities 1. Master’s degree in a related field. 2. Professional certification (e.g., CCRA, CCRP, or financial certifications). 3. Experience in academic medical centers, CROs, and/or pharmaceutical/biotech organizations. 4. Knowledge of clinical trial contracts, billing compliance, and charge review processes. 5. Direct experience with OnCore CTMS, Epic EMR and Salesforce CRM. 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. Job Posting Date 09/11/2026 Job Category Professional Bargaining Unit NON Compensation Grade Administration & Operations Compensation Grade Profile Manager; Program Leader (24) Salary Range $68,000.00 - $120,500.00 Time Type Full time Duration Type Staff Work Model Remote Background Check Requirements All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website. Health Requirements Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy. Posting Disclaimer Salary offers are determined by a candidate’s qualifications, experience, skills, and education in relation to the position requirements, along with the role’s grade profile and current internal and external market conditions. The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the position. Employees will be assigned specific job-related duties through their hiring department. The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran. Inquiries concerning Yale's Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA). Note Yale University is a tobacco-free campus.

Requirements

Must-haves

Qualified Clinical Trial Evaluation (QCT) and Medicare Coverage Analysis (MCA):
Conduct thorough evaluations to determine which studies qualify under Medicare guidelines and institutional policies, and document results in the Clinical Trial Management System (CTMS), OnCore.
Apply deep understanding of Medicare benefit categories and other study factors that may impact qualifying status (e.g., compassionate use, comparative effectiveness, coverage with evidence development, etc.).
Budget Development & Financial Analysis
Provide professional support and assistance to faculty and administrators seeking external funding for research and other sponsored projects.
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, MCAs and institutional policies.
Conduct financial feasibility assessments for new, incoming study opportunities.
Budget Negotiation
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.
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 MCA and 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.

Nice-to-haves

Preferred Skills and Abilities

Application prep

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