Finance Analyst, Provincial Clinical Trials

Job Summary:

In accordance with the Purpose, Vision, Values and Coast Salish Teachings, and strategic direction of PHSA, safety, including both patient and employee safety, is a priority and a responsibility shared by everyone at PHSA. As such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.
Reporting to the Manager of Clinical Trials Financial Operations, the Finance Analyst supports the financial functions across BC Clinical Trials sites. The Finance Analyst uses platforms such as CTMS/Realtime, Sponsor EDC, and PeopleSoft to manage accounts receivable and payable. Key responsibilities include processing invoices, payments, and patient reimbursements in strict adherence to PHSA policies. The role also encompasses validating and reconciling clinical trial accounts, resolving discrepancies, maintaining meticulous financial documentation, and developing financial tracking tools to enhance overall management and oversight.

Duties/Accountabilities:

1) Uses MS Office in conjunction with advanced Clinical Trials financial management systems to develop and prepare financial and statistical reports by performing duties such as:
a) Ensuring financial tracking tools are current within Monitoring logs, CTMS, Realtime, and Sponsor EDC systems.
b) Confirming and substantiating clinical trial accounts to ensure accurate tracking of expenses and revenues, ensuring adherence to financial standards and compliance requirements.
c) Completes the initial comprehensive review of clinical trial accounts during study closeout to ensure all financial information are accurately reconciled.
d) Investigates initial budget discrepancies and takes corrective action through Clinical Trial Agreements (CTAs) reviews using the CTMS/Realtime system. Escalate complex issues when necessary to ensure timely resolution. Review CTA to verify the accuracy of received funds using CTMS/Realtime.
2) Functions as the primary contract for all partners and team members to facilitate communication in regard to grants management, revenue accounting, timely collection, processing of claims, and inter-company transaction using advance financial management systems.
3) Performs the Accounts Receivable function for the Clinical Trials Unit by performing duties such as:
a) Generating billing invoices through the CTMS/Realtime system and Sponsor's EDC on a monthly, quarterly basis to ensure timely revenue collection.
b) Processing invoices, payments, reimbursements, and other financial transactions related to clinical trials using CTMS and Sponsor EDC. Verifying the accuracy of financial documents and promptly resolving discrepancies as needed.
4) Performs the Accounts Payable function for the Clinical Trials Unit by utilizing a more advance financial management system including PeopleSoft, Clinical Trials Monitor System (CTMS), Realtime, multiple Sponsor Electronic Data Capture (EDCs), and the MS Office Suite platforms for the following duties:
a) Review outstanding vendor claims and liaise with the PHSA finance team to ensure prompt resolution of unpaid accounts.
b) Ensuring approval for all invoices and expense claims as established by signing authority guidelines and circulating to the appropriate signing authority as required.
c) Process invoices from external vendors by identifying the appropriate study cost center, assigning the correct account code, and obtaining necessary financial approvals.
d) Reviewing the accuracy of account coding to invoices, expense claims and credit cards and assigning revised coding if necessary.
e) Forwarding approved and coded invoices to Accounts Payable for payment on a timely basis.
f) Manage internal claims from various departments, centers, and hospitals through internal fund transfers using CTMS. Verify the accuracy of financial documents and resolve any discrepancies.
g) Process patient reimbursements, purchase orders, and expense claims, ensuring compliance with PHSA policies and accurate expense coding. This includes verifying backup documents, ensuring adherence to PHSA policy and external funding terms of reference (TOR), and assessing the validity of expense claims to ensure they align with the agency's restricted fund policies. Provide recommendations for alternative options when needed.
5) Acts as a liaison with Investigators, Researchers, Nurses, Data Managers, Site Managers, multiple Site clerks, and the PHSA finance team to ensure effective communication and collaboration regarding accounting of for different purchased services such as Laboratory services, Imaging services, Data Management services, Fellows services, Monitoring services, Pharmacy services, Project Management services, and other related clinical trial activity.
6) Oversees the maintenance of organized and accurate documentation for all financial transactions. Ensure that records are accurate, comprehensive, and adhere to PHSA and CRA relevant standards and regulations while ensuring that privacy, confidentiality, and efficient data access are met.
7) Provides support in developing and maintaining financial tracking tools using complex systems such as CTMS, Real-Time, Sponsor EDC, Excel, and PeopleSoft. Enhance Financial management by ensuring these tools are regularly updated and accurately reflect the latest financial data and Clinical trials account.
8) Performs other related duties as required.

Qualifications:

Education, Training and Experience
Grade 12, successful completion of a recognized accounting course and three years' recent related experience or an equivalent combination of education, training, and experience.
Skills and Abilities
(i) Ability to keyboard at 45 w.p.m.
(ii) Ability to communicate effectively both verbally and in writing.
(iii) Ability to deal with others effectively.
(iv) Physical ability to carry out the duties of the position.
(v) Ability to supervise.
(vi) Ability to organize work.
(vii) Ability to operate related equipment.