Research Administration Specialist

Baylor College of Medicine

Houston, TX

Job posting number: #7116701 (Ref:13869-en_US)

Posted: November 23, 2022

Application Deadline: Open Until Filled

Job Description


The Office of Surgical Research (OSR) within the Michael E. DeBakey Department of Surgery is seeking a Research Administration Specialist to coordinate clinical trials pre- and post-award activities. The Research Administration Specialist will report directly to the Research Administration Manager and will focus on CDAs and CTAs submissions, renewal, monitoring and closeout. This position requires regular interaction with faculty and sponsors delivering high-quality customer service. Excellent communication skills and attention to detail skills are essential, as is adherence to quality standards and all relevant policies and award regulations.


Under the direction of the Research Administration Manager, the Research Administration Specialist plans and executes pre‐award and/or post- award activities including, but not limited to, clinical trials contracts submissions, amendments, renewal and closeout, compliance, and/or financial reporting and tracking for 12 divisions of the Michael E. DeBakey Department of Surgery. Assists the Research Administration Manager in the operational and financial activities of clinical trials management, in addition to assisting principal investigators with administrative guidance pertaining to clinical trial management. Supports the Research Administration Manager on various administrative duties required to reach OSR’s goals and objectives.


This is a hybrid role requiring onsite work two days per week.

Job Duties

  • Prepare and maintain reports for all industry-sponsored studies belonging to assigned PIs that show the financial status of each study, including both current revenue and expenses along with anticipated revenue and expenses. 
  • Regularly review all invoices for accuracy and ensure that they are paid in a timely manner. 
  • Review all sponsored contracts and invoices as appropriate on a routine basis to ensure invoicing occurs as outlined in the sponsored contract. 
  • Track payments to ensure they have been received and reflected in the study account as expected. 
  • Review hospital billing records, study accounts, and coordinate with study teams to be sure that all invoices listed on the contract are properly invoiced to the sponsor. 
  • Prepare clinical trial submissions internally (BRAIN). 
  • Submit CDAs, CTAs, NDAs. 
  • Contribute to the preparation of budgets for clinical trials for quarterly/biannual/annual reporting purposes. 
  • Maintain knowledge of all the relevant billing rules and guidance. 
  • Assist with preparing and maintaining standardized research service pricing with affiliated hospitals and clinics. Updates pricing lists as needed. 
  • Participate in budget and billing configurations in commercial CTMS, and utilizes CTMS functionality for financial management. 
  • Assist with ongoing quality improvement for clinical research financial management. 
  • Review accounts and identifies charges billable either to insurance or to the clinical research study.

Minimum Qualifications

  • High School diploma or GED.
  • Four years of relevant experience.

Preferred Qualifications

  • Education Preferred: Bachelor’s degree. No experience required with Bachelor’s degree or Certified Research Administrator certification through the Research Administrators Certification Council (RACC).



Baylor College of Medicine requires employees to be fully vaccinated -subject to approved exemptions-against vaccine-preventable diseases including, but not limited to, COVID-19 and influenza.


Baylor College of Medicine is an Equal Opportunity/Affirmative Action/Equal Access Employer.



Baylor College of Medicine fosters diversity among its students, trainees, faculty and staff as a prerequisite to accomplishing our institutional mission, and setting standards for excellence in training healthcare providers and biomedical scientists, promoting scientific innovation, and providing patient-centered care. - Diversity, respect, and inclusiveness create an environment that is conducive to academic excellence, and strengthens our institution by increasing talent, encouraging creativity, and ensuring a broader perspective. - Diversity helps position Baylor to reduce disparities in health and healthcare access and to better address the needs of the community we serve. - Baylor is committed to recruiting and retaining outstanding students, trainees, faculty and staff from diverse backgrounds by providing a welcoming, supportive learning environment for all members of the Baylor community.

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