Finance and Reimbursement Assistant Position @ The Institute for Medical Research (IMR)

The Institute for Medical Research (IMR), an affiliate of the Durham VA Health Care System (DVAHCS), is looking for a Finance and Reimbursement Assistant to assist with team finance planning, budget management, and enrolled patient reimbursement for clinical research studies conducted by the Principal Investigator, Dr. Stephen Freedland, and his associates in his oncology research lab. The Finance and Reimbursement Assistant will report to the Director or their designee.

The successful candidate will have the opportunity to be part of a highly productive and dynamic team of researchers. Applicants must have the ability to work in a fast-paced environment, work on multiple assignments concurrently, communicate effectively, demonstrate good judgment, and sit for long periods in front of computers.

Responsibilities include:

Prospective clinical research enrollment reimbursement

Work with Freedland Team and IMR personnel to facilitate financial reimbursement of patients who have consented to and carried out select study procedures in the course of clinical research studies

• Track and document necessary patient reimbursement milestones across multiple studies
• Work with clinical research coordinators to create patient payment distribution lists and catalogue financial reimbursement to patients
• Coordinate with IMR finance personnel to ensure auditing and reporting accuracy regarding patient payments
• Troubleshoot any patient reimbursement/payment method issues through vendor personnel with whom we contract
• Deliver patient compensation via debit card, electronic funds transfer (EFT), check, or other designated and approved method

Assist with purchases and reimbursements

• Assist administrative assistants with ordering patient reimbursement debit cards, office supplies, clinical/lab supplies, equipment, and furniture, as needed
• Assist with travel-related reimbursement for study team staff and associates
• Assist with continuing education-related reimbursement for study team staff and associates
• Maintain organized documentation of orders, receipts, and reimbursements

Post-contract finance tracking

• Work with IMR admin to monitor burn-down on fixed-amount contracts including personnel service agreements, contractor agreements, and grants.
• Track contract end dates and initiate renewal reminders to IMR admin and study staff
• Monitor invoicing to ensure invoices are sent and paid
• Confirm that study invoicing and payments are documented

Maintain documentation of team finance records and coordinate finance meetings

• Coordinate regular finance review meetings with IMR admin staff and the lab director
• Compile and maintain project-specific and overall study team finance reports provided by IMR admin
• Prepare internal finance reports using Excel including income, expenses, and residuals for management to use in decision-making
• Prepare meeting agendas, record meeting minutes, and distribute documentation to meeting participants
• Communicate project financial updates to management

Non-critical elements

• Work effectively as part of a team
• Adhere to safety and compliance regulations
• Maintain patient privacy
• Assist other research personnel as needed

 Required Skills and Experience

Requires an organized, task oriented, deadline-sensitive individual with a minimum of an associate’s degree and at least 3-5 years of relevant experience, strong basic math skills, and budget and finance experience. A bachelor’s degree may be considered in lieu of work experience.

Candidates must be able to work diplomatically and professionally with administration, faculty, study team leads, and clinical personnel. In addition to the skills noted above, the incumbent must be attentive to detail, organized, possess strong telephone & e-mail etiquette, and demonstrate a high level of proficiency with Microsoft Windows, Word, and Excel. Applicant must also be able to work independently, prioritize and manage the workflow of multiple assignments, lift up to 20 pounds, sit at a computer for long periods of time, and have fluency in the English language. Rate of pay will be commensurate with education and experience level.

Salary range is $43,680 - $47,300.

The prior statements describe the general nature and level of work being performed. This is not intended to be an exhaustive list of all responsibilities and duties required. Employees may be directed to perform job-related tasks other than those specifically presented in this description.

Employees work for the Institute for Medical Research and will have an appointment at the Durham VA Healthcare System. Employees must undergo a federal background check and may require a drug test prior to hiring. 

Participation in the seasonal influenza and Coronavirus Disease 2019 (COVID-19) Vaccination programs may be requirements for all Department of Veterans Affairs Health Care Workers Without Compensation (WOC).