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Job Description

The Business Coordinator for clinical trial payments plays a key role in managing the financial operations of clinical research studies. This position ensures accurate and timely processing of payments to clinical trial sites, vendors, and other stakeholders, while maintaining compliance with sponsor requirements and regulatory guidelines.

The coordinator collaborates closely with clinical operations teams, finance departments, and sponsors to track budgets, review payment schedules, and reconcile payment discrepancies. Responsibilities include managing contracts, processing invoices, maintaining payment records, and generating financial reports.

Attention to detail, strong organizational skills, and the ability to manage multiple projects simultaneously are essential for this role. Additionally, the Business Coordinator ensures transparency in financial transactions and provides excellent customer service to research sites and stakeholders, fostering strong professional relationships

Qualifications

• HS Diploma or equivalency; Associates degree preferred

• 2 years related experience, preferably in academic medicine

Responsibilities

Operations Support

• Processes Accounts Receivables for the Department of Medicine Clinical Trials Office.

• Responsible basic accounting functions within the department such as tracking fund transfers, deposits and credit payments.

• Receives and screens telephone calls, letters, and /or visitors, answering routine questions and furnishing information as needed

• Responds to routine requests for information and refers more complex requests to appropriate staff members

• Maintains office files and records in accordance with internal procedures

• Assembles relevant data and compiles information as directed

• Receives, classifies, consolidates, and/or summarizes documents and information. Maintains records of documents processed and controls to assure completion

• Compiles and issues various regular reports in accordance with standard operating procedures

• May perform miscellaneous errands such as picking up supplies, or delivering messages/reports

• May open and distributes mail

• Performs other duties as assigned

Financial Management Support

• Supports the study team in the financial management of clinical trials originating from federal, foundation, and industry funds by performing all accounts receivable functions.

• Reconciles study accounts at the closure of the clinical trial for account closure.

• Supports the closeout of study activities in OnCore, ClinCard and EPIC.

• Maintain organized financial documentation, supporting audits and inspections.

Accounts Payable (AP)

• Prepare and process vendor invoices related to clinical trial activities, including study sites, CROs, and third-party service providers.

• Verify and reconcile charges against contractual agreements and budgets.

• Ensure timely payment of approved invoices, maintaining a positive relationship with vendors.

• Works with Sponsors and clinical teams to resolve queries regarding invoices and/or payments due.

Accounts Receivable (AR)

• Follow up on outstanding payments from sponsors, resolving discrepancies and delays.

• Tracks and monitors receivables from sponsors, including pass-through fees and milestone payments.

• Maintain an updated AR ledger, ensuring accurate tracking of incoming funds.

• Provide Regular AR reports to leadership, highlighting any risks or overdue payments.

Systems Support

Primary user of Sinai Central, Smart Sheet, MS Teams, Adobe, Florence, OnCore, ClinCard, and Epic

About Us

Strength Through Diversity

The Mount Sinai Health System believes that diversity, equity, and inclusion are key drivers for excellence. We share a common devotion to delivering exceptional patient care. When you join us, you become a part of Mount Sinai’s unrivaled record of achievement, education, and advancement as we revolutionize medicine together. We invite you to participate actively as a part of the Mount Sinai Health System team by:

• Using a lens of equity in all aspects of patient care delivery, education, and research to promote policies and practices to allow opportunities for all to thrive and reach their potential.

• Serving as a role model confronting racist, sexist, or other inappropriate actions by speaking up, challenging exclusionary organizational practices, and standing side-by-side in support of colleagues who experience discrimination.

• Inspiring and fostering an environment of anti-racist behaviors among and between departments and co-workers.

At Mount Sinai, our leaders strive to learn, empower others, and embrace change to further advance equity and improve the well-being of staff, patients, and the organization. We expect our leaders to embrace anti-racism, create a collaborative and respectful environment, and constructively disrupt the status quo to improve the system and enhance care for our patients. We work hard to create an inclusive, welcoming and nurturing work environment where all feel they are valued, belong and are able to advance professionally.

Explore more about this opportunity and how you can help us write a new chapter in our history!

“About the Mount Sinai Health System:

Mount Sinai Health System is one of the largest academic medical systems in the New York metro area, with more than 43,000 employees working across eight hospitals, more than 400 outpatient practices, more than 300 labs, a school of nursing, and a leading school of medicine and graduate education. Mount Sinai advances health for all people, everywhere, by taking on the most complex health care challenges of our time — discovering and applying new scientific learning and knowledge; developing safer, more effective treatments; educating the next generation of medical leaders and innovators; and supporting local communities by delivering high-quality care to all who need it. Through the integration of its hospitals, labs, and schools, Mount Sinai offers comprehensive health care solutions from birth through geriatrics, leveraging innovative approaches such as artificial intelligence and informatics while keeping patients’ medical and emotional needs at the center of all treatment. The Health System includes approximately 7,400 primary and specialty care physicians; 13 joint-venture outpatient surgery centers throughout the five boroughs of New York City, Westchester, Long Island, and Florida; and more than 30 affiliated community health centers. We are consistently ranked by U.S. News & World Report's Best Hospitals, receiving high "Honor Roll" status, and are highly ranked: No. 1 in Geriatrics and top 20 in Cardiology/Heart Surgery, Diabetes/Endocrinology, Gastroenterology/GI Surgery, Neurology/Neurosurgery, Orthopedics, Pulmonology/Lung Surgery, Rehabilitation, and Urology. New York Eye and Ear Infirmary of Mount Sinai is ranked No. 12 in Ophthalmology. U.S. News & World Report’s “Best Children’s Hospitals” ranks Mount Sinai Kravis Children's Hospital among the country’s best in several pediatric specialties. The Icahn School of Medicine at Mount Sinai is ranked No. 14 nationwide in National Institutes of Health funding and in the 99th percentile in research dollars per investigator according to the Association of American Medical Colleges. Newsweek’s “The World’s Best Smart Hospitals” ranks The Mount Sinai Hospital as No. 1 in New York and in the top five globally, and Mount Sinai Morningside in the top 20 globally.

The Mount Sinai Health System is an equal opportunity employer. We comply with applicable Federal civil rights laws and does not discriminate, exclude, or treat people differently on the basis of race, color, national origin, age, religion, disability, sex, sexual orientation, gender identity, or gender expression. We are passionately committed to addressing racism and its effects on our faculty, staff, students, trainees, patients, visitors, and the communities we serve. Our goal is for Mount Sinai to become an anti-racist health care and learning institution that intentionally addresses structural racism.”

EOE Minorities/Women/Disabled/Veterans

Compensation Statement

Mount Sinai Health System (MSHS) provides a salary range to comply with the New York City Law on Salary Transparency in Job Advertisements. The salary range for the role is $16 - $31.9488 Hourly. Actual salaries depend on a variety of factors, including experience, education, and hospital need. The salary range or contractual rate listed does not include bonuses/incentive, differential pay or other forms of compensation or benefits.