Manager, Office of Sponsored Research

Location: Burlington, MA
Job ID: 158063-1A
Date Posted: Oct 15, 2019
Category: Professional

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Job Description

Welcome To

Welcome to Lahey Hospital & Medical Center, part of Beth Israel Lahey Health. Lahey Hospital & Medical Center is a world-renowned tertiary medical center known for its innovative technology, pioneering medical treatment and leading-edge research. A teaching hospital of Tufts University School of Medicine, the hospital provides quality health care in virtually every specialty and subspecialty, from primary care to cancer diagnosis and treatment to kidney and liver transplantation. It is a national leader in a number of health care areas, including stroke, weight management and lung screenings, among many others. Lahey also helps to advance medicine through research and the education of tomorrow's health care leaders.

About the Job

Under the general supervision of the Director of Research Administration, the Manager of the Office of Sponsored Research (OSR) oversees the office at Lahey Hospital and Medical Center (LHMC) that manages the pre- and post-award business activities necessary to ensure both the financial viability of LHMC research programs, as well as institutional compliance with federal law and regulation pertaining to the administration of research grants and contracts.  The OSR supports clinical investigators, administrative leadership, and LHMC by: 1) preparing and negotiating clinical trial agreements and budgets, 2) making prospective reimbursement determinations (“coverage analysis”), 3) managing research patient charge review and sponsor invoicing activities, 4) preparing and submitting federal and non-federal grant applications, 5) activating and tracking research accounts and account activity, 6) generating accurate and timely financial status reports, 7) preparing and submitting federal grant award change requests and notifications (e.g., “carry forward” requests), 8) coordinating cost transfers and residual funds transfers, 9) developing and maintaining financial policies and procedures, and 10) assisting with federal indirect cost rate proposals and Single Audits (“A-133” audits).

Essential Duties & Responsibilities including but not limited to:

  1. Collaborate with investigators, department administrators, study coordinators, sponsors and the assistant general counsel to develop and negotiate budgets and contracts for industry-sponsored clinical trials and investigator-initiated research.
  2. Serve as the primary liaison to investigators, study coordinators and department administrators for communicating study resource requirements, obtaining required pre-study approvals, and addressing financial concerns after study initiation.
  3. Review research protocols, clinical practice guidelines, National and Local Coverage Determinations, and Medicare and commercial payer benefit policies to determine the billable nature of items and services provided in the context of clinical research (i.e., conduct prospective reimbursement analysis or “Medicare Coverage Analysis”).
  4. Maintain thorough understanding of state, federal, and commercial payer rules governing prior-authorization, reimbursement of routine costs in clinical trials, coding and claims processing requirements for billing research-related items and services.
  5. Collaborate with administrative offices, such as the Office of General Counsel, Human Research Protections Program, Compliance, Patient Financial Services, and Finance to create processes and tools that ensure compliance with state, federal and commercial clinical trials billing policies.
  6. Manage and provide day-to-day supervision and quality assurance for work product of 3 direct reports, who are responsible for:
    1. preparing prospective reimbursement analyses,
    2. preparing and negotiating clinical trial budgets,
    3. invoicing sponsors,
    4. reviewing patient charges,
    5. coordinating payment deposits,
    6. tracking accounts receivable and accounts payable,
    7. reconciling budgets and receivables,
    8. preparing and submitting grant applications, and
    9. creating and distributing monthly financial reports.
  7. Train and educate direct reports and other staff, including clinicians and administrators, on the rules and requirements related to research finance and clinical trials billing.
  8. Provide data analyses and ad hoc reports requested by the Director of Research Administration.
  9. Attend meetings as a representative of Research Administration, as requested.
  10. Participate on quality or process improvement committees as a representative of Research Administration, as requested.
  11. Perform other duties or special projects as assigned. (This position may have ongoing or periodic duties or responsibilities in addition to those described in this job description.

Organizational Requirements:

  • Maintains strict adherence to the Lahey Clinic Confidentiality Policy.
  • Incorporates Lahey Clinic Guiding Principles, Mission Statement and Goals into daily activities. 
  • Complies with all Lahey Clinic Policies.
  • Complies with behavioral expectations of the department and Lahey Clinic.
  • Maintains courteous and effective interactions with colleagues and patients.
  • Demonstrates an understanding of the job description, performance expectations, and competency assessment.
  • Demonstrates a commitment toward meeting and exceeding the needs of our customers and consistently adheres to Customer Service standards.
  • Participates in and successfully completes Mandatory Education.
  • Performs all other duties as needed or directed to meet the needs of the department.

Minimum Qualifications:

Education: Bachelor degree in Biology, Public Health, or other basic, clinical or social science discipline 

Licensure, Certification, Registration: None

Skills, Knowledge & Abilities:

  • Intelligent, hard-working, and resourceful;
  • Skilled at finding reputable sources of  information to quickly and independently learn, without direction;
  • Skilled at problem solving;
  • Strong verbal and written communication skills;
  • Strong interpersonal skills;
  • Strong organizational and analytical skills;
  • Detail-oriented but able to see the “big picture”;
  • Ability to manage several projects simultaneously with little guidance; 
  • Self-motivated and driven (from within) to deliver work product of the highest quality;
  • Ability to work well both within teams and independently;
  • Must be knowledgeable about the laws, regulations, and policies that govern clinical trials billing compliance for commercial and federal payers;
  • Must be knowledgeable about federal grants policy, rules and regulations
  • Proficiency in Microsoft Excel and other Microsoft Office applications;
  • Competency in Google Docs, Sheets and other Google applications;
  • Familiarity with continuous process improvement or QI methodologies;
  • Familiarity with legal terms and conditions in clinical trial agreements;
  • Familiarity with clinical revenue cycle.

Experience:

Minimum 5 - 7 years of experience working in a Clinical Trials Office, Grants and Contracts or Sponsored Programs Office, or other hospital-based Research Administration setting is required;

Clinical trials budgeting experience is required;

Coverage Analysis and Contracts experience are highly desirable;

Clinical coding experience is desirable;

Post-award grants finance experience is highly desirable;

Management or supervisory experience is strongly preferred.

 

Shift

DAYS

About Us

Beth Israel Lahey Health is an integrated system providing patients with better care wherever they are. Care informed by world-class research and education. We are doctors and nurses, technicians and social workers, innovators and educators, and so many others. All with a shared vision for what healthcare can and should be. We are committed to attracting, developing and retaining top talent. We strive to create a diverse and inclusive workplace that reflects the communities in which we work and serve. With a team approach to care, we encourage learning and growth at all levels and offer competitive salaries and benefits.

Equal Opportunity Employer/Minorities/Females/Disabled/Veterans.