Accounts Receivable Coordinator
4 days ago
Job Summary
The accounts receivable 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 accounts receivable coordinator ensures transparency in financial transactions and provides excellent customer service to research sites and stakeholders, fostering strong professional relationships.
Duties and Responsibilities:
Operations Management
- 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 distribute mail.
- Performs other duties as assigned.
Financial Management
- 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, SmartSheet, Teams, Adobe, Florence, OnCore, ClinCard and EPIC.
Minimum Education Requirements:
Requires an Associate’s Degree or higher in finance or accounting with two years directly related experience
Minimum Related Experience:
2-5 years of financial experience in academic medicine desired. Financial experience in a highly complex, matrix department/institute in academic medicine highly desired.
Minimum Computer Skills:
Intermediate MS Office, Access, Outlook, Advanced Excel
General Skills
- Excellent communication skills required.
- Excellent customer service skills required.
- Must be self- motivated, able to work independently without constant supervision and a critical thinker.
- Must be flexible, able to meet deadlines and adaptable to change.
- Ability to prioritize tasks based on deadlines and urgency.
- Ability to breakdown and convey complex financial topics is required.
- Superior work ethic and persistence to achieve challenging goals.
- Organized and accountable– meticulous and detail-oriented; consistently meets objectives.
- Comfortable working in a fast-paced, dynamic environment.
- Must have excellent collaboration, negotiation and persuasive skills.
- Expert knowledge of excel and solid knowledge of databases and systems used to manage financial and other data.
- Demonstrated mathematical and analytical expertise through work experience, deliverables, and/or successful course work required.
- Ability to work on a team and independently.
Describe Work Environment
General office environment;
Mount Sinai Health System
Medicine Clinical Trials Office
Schedule: Full Time, Day, Mon-Fri; 9:00AM-5:00PM-Hybrid Position
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