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Manager, Pre-Award Calendar Builds & Financials - CTSI Office of Clinical Research

Charlotte, NC, United States
Job ID: 100011
Job Family: Research Services
Status: Full Time
Shift: Day
Detailed Shift and Schedule: M-F 8a - 5p
Remote Opportunity: Yes
Job Type: Regular
Department Name: 55811085045501-Clinical and Translational Science Institute (CTSI)


*Relocation Package available

The Wake Forest University School of Medicine and Atrium Health enterprise is a top 50 national academic medical center and world class health system with an extramurally funded research portfolio of over $300M annually. We bring together high quality health care with innovative research as an academic learning health system with the goal of improving the health of our patients and communities we serve.

The department of Research Administration is a unified research entity comprised of over 300 teammates structured to provide outstanding research administration support in all research domains (e.g. basic, clinical, population) across the enterprise. The Research Administration department supports investigators and research teams through the provision of creative tools and services while maintaining the highest standards of customer service and promoting a safe, compliant and ethical research environment.


The Manager, Pre-Award Calendar Builds and Financials is a leadership and working position that resides in the Office of Clinical Research (OCR) of Wake Forest University School of Medicine (WFUSM) Clinical Translational Science Institute (CTSI) team. Under the direction of the Director, Clinical Research Administration – Pre-Award, the position oversees and performs all clinical research activities directly associated with the building of calendars in OnCore (clinical trial management system) and the proper set-up and timely activation of clinical research studies across all regions of the Atrium Enterprise that occur within OnCore (clinical trial management system), ClinCard (electronic participant payment system) and EPIC (electronic health record and patient billing system). The position will have an active portfolio of clinical research studies that they are responsible for maintaining and will be expected to perform all pre-award activities assigned, including those not mentioned specifically in this job description. 

It's important to note that the two Pre-Award Manager positions in OCR offer cross-coverage but have distinct responsibilities – one focuses on Medicare Coverage Analysis and Budgets, and the other is specific to Calendar Builds and Financials. 


  1. Bachelor's degree in a related field with 2-4 years of relevant experience in clinical research as a financial analyst or similar position. In some circumstances may consider equivalent years of direct research administration experience in a central office or certifications relevant to the profession in lieu of a bachelor's degree.
  2. 1-3 years of experience supervising or managing direct reports and completing performance management activities is required. 
  3. Knowledge of research administration practices.
  4. Knowledge of OnCore, ClinCard, and/or EPIC research administration is required. 


  1. Provides general oversight and guidance to all Clinical Research Financial Analysts (CRFAs) involved in the building of calendars in OnCore and the set-up and activation of clinical research studies in OnCore, ClinCard and EPIC.
  2. Serves as lead liaison with Departments and Centers conducting clinical research for all questions and issues related to the activation and financial set-up of studies in OnCore and ClinCard.
  3. Assigned the management of CRFAs at various locations of the Enterprise. Implements personnel actions (e.g., hiring, training, promotion, termination, and organizational changes) for the assigned CRFAs, following appropriate location-based policies and procedures.
  4. Oversees and performs the following clinical research pre-award activities for the Enterprise: 
    1. The build of all calendars for clinical research studies in OnCore;
    2. The assurance that all approved billable procedures from each clinical research study are included in the OnCore calendar and linked to the correct Charge Master items;
    3. The final negotiated budget parameters are added to the Financials section of the study in OnCore;
    4. That study teams, Investigators and appropriate designees have provided appropriate signoff of all calendar and financial information built by the CRFAs in OnCore. 
    5. The build of all payment schedules for studies utilizing ClinCard for the delivery of participant compensation;
    6. The inventory and distribution of ClinCards to study teams;
    7. The completion of all OnCore calendar builds, OnCore financial setups, and ClinCard setups within pre-defined timelines.
  5. Ensures that all calendar building and ClinCard responsibilities and workflows across the Enterprise are performed in conjunction with institutional and federal policies and guidelines.
  6. Assesses, implements, and continuously monitors workflow and volumes to ensure workload is balanced among team members. 
  7. Monitors key performance indicators (KPIs) to include, but not limited to, study activation timelines and volumes. 
  8. Develops, implements, and monitors a comprehensive training program to include career ladder development. Addresses team training needs based on team member performance and quality reviews. 
  9. Works closely with adjacent Office of Clinical Research personnel to identify and implement mechanisms to ensure the timely build of calendars and activation of studies in OnCore and ClinCard.
  10. In conjunction with the Director, Clinical Research Administration – Pre-Award, ensures that institutional policies and procedures are followed to ensure compliance with federal, state and local regulatory guidelines related to clinical research financial management.
  11. Evaluates ongoing activities and services using customer feedback, system reports and metrics. Reports performance results to the Director, Clinical Research Administration – Pre-Award.
  12. Shares responsibility (with the Director, Clinical Research Administration – Pre-Award) for the education and assistance provided to study teams in the use and functionality of OnCore for appropriate clinical research activation and ClinCard for the management of participant compensation activities. 
  13. Ensures compliance with applicable federal, state and local laws and specific regulations by monitoring such requirements on an ongoing basis. 
  14. Stays informed of developments in the field of clinical research finance and other related topics. 
  15. Participates in internal and external meetings and committees, as assigned. Represents the Director, Clinical Research Administration – Pre-Award in various meeting forums, as assigned. 
  16. Manages special projects and other initiatives, as assigned.
  17. Performs other related duties incidental to work described herein.


  • Excellent oral and written communication skills. 
  • Strong interpersonal skills and attention to detail.
  • Experience with computerized databases (e.g., Microsoft Excel), word processing (e.g., Microsoft Word), and presentation software (e.g., Microsoft PowerPoint).
  • Personnel management experience.
  • Ability to work independently and to accept responsibility for complex and sensitive decision-making as it relates to the position. 
  • Strong organizational skills to manage many competing priorities and responsibilities.
  • Ability to travel to Enterprise locations.


  • Clean, comfortable, well-lit, office environment.