Grants Specialist I

Job Description:

Job Title: Grants Specialist I

Job Location: India (Remote)

Job Overview:

The Grants Specialist I leads study-specific investigator grant administration services as an integral member of the team. The role creates budget templates and subsequent budget interpretation, performs site payment processing, quality control activities, financial record maintenance, accruals, forecasting, and associated study financial activities. The Grants Specialist I works closely with other members of the global Grants Administration team and collaborates cross-functionally with Project Management, Contracts, Finance, Clinical, and other applicable stakeholders throughout all phases of the study.

Job Duties and Responsibilities:

Conducts with supervision and support –

• Coordinates site payment activities across the lifecycle of assigned studies serving as the primary site payment contact for the study team.
• Reviews and interprets site contracts, study protocols, schedules of assessments, and payment language to identify site payment requirements.
• Works with clinical study teams to finalize negotiated site budgets and ensure payment tracking systems are configured in accordance with contractual requirements and payment expectations.
• Creates and maintains budget templates, individual site budgets, payee information, and payment schedules in designated payment tracking and financial systems; coordinates with Project Management, Finance, Contracts, and Legal, as necessary.
• Tracks executed site contracts and follows up on missing payment-related documentation, including W-9s or other required administrative records.
• Develops and maintains site payment forecasting models based on approved study budgets, country allocations, study assumptions, and current study circumstances; provides periodic estimates to support financial planning and reporting.
• Performs quality control reviews of site budgets, invoices, payment schedules, and related grant information in designated systems.
• Reviews, verifies, and processes site payments in collaboration with Project Management and Finance, ensuring accuracy, compliance with contractual requirements, and adherence to established timelines.
• Responds to payment inquiries from study teams, sponsors, and sites; coordinates communications and issue resolution to support study priorities and established timelines.
• Codes and maintains invoices and supporting documentation by establishing, maintaining, and reconciling site financial records in accordance with applicable financial principles, Caidya procedures, and sponsor requirements.
• Prepares, manages, monitors, and reconciles grant payment accruals, including year-end accrual estimates, partnering with Finance to develop applicable financial reporting.
• Provides site payment documentation and supporting records for audits and internal reviews, as required.
• Performs other related duties as assigned by departmental management.

Supervisory Responsibilities:

No routine direct supervisory responsibility. May provide study-level task direction and technical guidance to Grants Coordinators as assigned to responsible studies.

Job Requirements:

Education:

• College or university degree. A healthcare, life science, finance, or related degree is a plus.
• An equivalent combination of education and relevant work experience may be considered.

Experience:

• Typically minimum of four years of experience in clinical research, site payments, grant administration, finance, accounting, or a related function.
• Experience coordinating site payments and working with global study teams.

Skills/Competencies:

• Strong written and verbal communication skills in English
• Strong interpersonal skills and the ability to collaborate with global internal and external study teams
• Strong computer skills, including Microsoft Office and site payment systems
• Knowledge of the clinical trial lifecycle
• Exceptional attention to detail and a consistent focus on quality
• Strong organizational skills with the ability to manage competing priorities and timelines
• Ability to work effectively in a dynamic and changing environment
• Demonstrate honesty, trust, fairness, cooperation, self-control, and flexibility
• Strong coordination, facilitation, problem-solving, and escalation skills
• Ability to interpret reports, identify issues, and coordinate appropriate remediation
• Ability to work independently within approved plans, procedures, and delegated authority

Capabilities:

• Able to work flexible hours to accommodate study team and sponsor requirements
• Able to travel based on study and business need
• Able to perform office-based or remote work as assigned
• Minor lifting of less than 30 pounds may be required

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