Research Admin Assistant

University of Florida
University of Florida

Administration · Full-time

USD 23.77-23.77 / hour

Posted on Nov 6, 2026

Research Admin Assistant

Apply now Job no: 541668
Work type: Staff Full-Time
Location: Off-Campus Work Location
Categories: Health Care Administration/Support, Grant or Research Administration
Department:29090100 - MD-PEDS-ADMINISTRATION

Classification Title:

Research Admin Assistant

Classification Minimum Requirements

High school diploma or equivalent and four years of relevant experience. Appropriate college coursework may substitute at an equivalent rate for the required experience.

Job Description:
The Research Administrative Assistant is responsible for reviewing, validating, and managing clinical trial
service charges and payments to ensure timely processing, financial accuracy, and compliance with
institutional and regulatory requirements. This role requires not only prior experience in clinical research
administration, but also the exercise of professional judgment, close coordination within department, and
adherence to strict processing timelines.
Oversight and confirmation of clinical trial services
- Review, validate, and confirm all clinical trial charges generated by CTSI, CRC, IDS, Redcap, and Shands
(via the EPIC Research Module) for Department of Pediatrics clinical trials.
- Collaborate with study coordinators to verify services performed, billing discrepancies, and resolve
charge-related issues in a timely manner.
- Ensure all clinical trial charges are reviewed and confirmed within required institutional processing
timelines (generally within 72 hours of receipt) to maintain billing compliance and prevent delayed or
non-compliance.
- Utilize tracking logs and financial reports to actively monitor charges and invoices, reconcile services
performed against invoices received, and follow up to resolve missing, delayed, or incomplete invoices.
- Serve as a primary liaison with CTSI/CRC/IDS Research Billing Teams and the SHANDS Research Billing
Office to resolve incorrect services, billing discrepancies, and invoicing errors, including escalation of
complex issues as needed.
- Maintain documentation of charge validation, discrepancy resolution, and approvals to support audit
readiness, compliance monitoring, and sponsor inquiries.
Invoice processing and financial tracking
- Process payment of invoices following confirmation of charges from SHANDS, CTSI, CRC, and IDS,
ensuring accuracy and create cover page for invoices for compliance with HIPAA.
- Maintain detailed financial tracking logs, including payment confirmations and supporting documentation,
to ensure transparency and audit readiness.
- Monitor payment activity to identify delays or discrepancies and coordinate resolution with billing offices
and study teams.
Other duties as assigned
- Provide coverage for the Pediatrics Research Office during periods of leave, vacancy, or increased
workload.
- Perform other duties and special projects as assigned in support of the Pediatrics Research Office.
Expected Salary:

$23.77

Preferred Qualifications
- Experience working in post award clinical trials
- Good verbal and written communication skills
- Good organizational skills
- Demonstrated experience operating in Microsoft excel
- Knowledge of University of Florida rules, regulations and policies relating to pre- and post-award grants
administration and clinical trial grant processes
- Previous experience in confirming services and then processing payment based on services confirmed
- Experience using the myUFL financial system. Ideal candidate would be able to look up balances and
chartfield information.
- Experience working in medical setting and interacting with medical professionals and support staff
Special Instructions to Applicants:

In order to be considered, you must upload your cover letter and resume.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

Health Assessment Required: No.

Advertised: Eastern Standard Time
Applications close: Eastern Standard Time

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Position Department Location Closes
Research Admin Assistant 29090100 - MD-PEDS-ADMINISTRATION Off-Campus Work Location
The Research Administrative Assistant position will support complex post-award activities for clinical trials within the Department of Pediatrics Research Office. This position plays an important role in ensuring accurate financial management and billing compliance for the department’s clinical research portfolio, and it will serve as the primary accounting administrative liaison for central offices such as CRC, CTSI, Shands Epic Team, and IDS Pharmacy. The incumbent will exercises professional judgment and works with minimal supervision to oversee clinical trial billing review, account reconciliation, invoices processing, and coordination with principal investigators, study teams, and central offices.

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Current Opportunities

Position Department Location Closes
Research Admin Assistant 29090100 - MD-PEDS-ADMINISTRATION Off-Campus Work Location
The Research Administrative Assistant position will support complex post-award activities for clinical trials within the Department of Pediatrics Research Office. This position plays an important role in ensuring accurate financial management and billing compliance for the department’s clinical research portfolio, and it will serve as the primary accounting administrative liaison for central offices such as CRC, CTSI, Shands Epic Team, and IDS Pharmacy. The incumbent will exercises professional judgment and works with minimal supervision to oversee clinical trial billing review, account reconciliation, invoices processing, and coordination with principal investigators, study teams, and central offices.