Study Cash Accountant
Remote, US
420 Finance – Finance /
Full Time - Regular /
Remote
What We Do:
Care Access is a unique, multi-specialty network of research sites which operates as one connected team of physician investigators, nurse coordinators, and operations managers. Our goal is to engage every healthcare professional in clinical research and to make clinical trials a care option for every patient. By removing this bottleneck, Care Access is helping accelerate the approval and delivery of critical and life-saving therapies.
Who We Are:
We care. Our people are the engines behind our mission: to revolutionize access to clinical trials for the benefit of patients everywhere. We care for one another, find new ideas to accelerate medicine, and seed a long-term impact for generations.
Position Overview:
The Study Cash Accountant is a key member of the Clinical Finance team, responsible for overseeing financial transactions tied to clinical studies and supporting operational accounting processes. This role is primarily focused on managing study-related cash activities, including invoicing, sponsor payments, and reconciliations. The remaining responsibilities include supporting the creation of sales orders or projects in the financial system, assisting with broader reconciliation efforts, and contributing to the integrity of financial reporting.
What You'll Be Working On (Duties include but not limited to):
- Primary Duties & Essential Functions:
- Monitor, reconcile and manage all incoming sponsor payments
- Prepare, issue, and track accurate invoices in accordance with study contracts.
- Assist with the creation, configuration, and updates of study project records
- Complete account reconciliations and journal entries; support month-end close
- Study Cash Flow Management:
- Oversee end-to-end management of sponsor cash flows, including payment tracking, verification, and reconciliation with study agreements
- Ensure all incoming sponsor payments are properly allocated to the correct studies, milestones, and deliverables
- Proactively monitor outstanding receivables and follow up on overdue sponsor payments, escalating issues when necessary
- Maintain accurate audit trails and financial documentation for study cash activity in accordance with internal controls and external audit requirements
- Invoicing & Billing Support:
- Generate and submit timely, contractually compliant invoices to study sponsors.
- Reconcile invoice data against contract terms, payment schedules, and recorded sponsor funding
- Track invoice aging and support the collections process in collaboration with the Accounts Receivable team
- Project & Sales Order Assistance:
- Support the creation, setup, and maintenance of study-related sales orders or project records within the financial system (e.g., NetSuite)
- Monitor project lifecycle activity and assist in updating records for scope changes or amendments
- Financial Reconciliation & Reporting:
- Perform monthly and quarterly reconciliations of cash, revenue, and study-related general ledger accounts as directed
- Assist with the preparation of financial reports related to study performance, sponsor funding, and receivables status
- Other Responsibilities:
- Assist in preparing documentation and responding to external audit records
- Identify and recommend process enhancements or system optimization to improve efficiency
- Coordinate with Clinical Project Managers to monitor milestone progress and ensure timely billing
- Provide analytical and operational support for special initiatives, reporting requests or one-time financial data reviews as directed
Scope of Role:
- Autonomy of Role: Work is performed under general supervision
- Direct Reports: No
Physical & Travel Requirements:
- This role requires 100% of work to be performed in a remote office environment and requires the ability to use keyboards and other computer equipment
- This is a remote position with less than 10% travel requirements. Occasional planned travel may be required as part of the role
What You Bring (Knowledge, Skills, & Abilities):
- Familiarity with Clinical Trial Finance
- Understands milestone-based billing, sponsor payment schedules, and contract structures
- Supports alignment of financial processes with operational timelines in clinical studies
- Proficiency in Financial Systems and Tools
- Utilizes ERP platforms such as NetSuite, Oracle, or SAP for sales order/project management
- Leverages Excel for reconciliation, reporting, and data analysis tasks (pivot tables, LOOKUPS, formulas)
- Strong Reconciliation and Analysis Skills
- Identifies and resolves discrepancies between expected and actual sponsor payments
- Performs month-end reconciliations to maintain ledger and reporting integrity
- Ability to Manage Billing and Receivables
- Prepares and submits compliant invoices aligned with contract terms
- Tracks aged receivables and collaborates with sponsors to resolve overdue payments
- Clear and Effective Communication
- Coordinates with internal teams and external sponsors to address financial inquiries
- Documents key actions and decisions to maintain transparency and audit readiness
- Collaboration Across Departments
- Works closely with Clinical Operations, Contracts, and FP&A to support accurate financial reporting
- Provides finance input during study setup, amendments, and close-out processes
- Attention to Detail and Accuracy
- Ensures precision in data entry, coding, and documentation for all transactions
- Reviews financial data thoroughly to reduce errors and support decision-making
- Adaptability in a Dynamic Environment
- Adjust priorities and workflows to support evolving study needs and operational changes
- Embraces new systems, policies, and processes with a proactive learning mindset
- Commitment to Integrity and Confidentiality
- Handles sensitive sponsor and financial data in accordance with internal control policies
- Upholds professional and ethical standards in all financial dealings
Education:
- Bachelor's degree in Accounting, Finance, Business Administration, or a related discipline, preferred.
Experience:
- 2–4 years of accounting or financial operations experience, ideally in the clinical research, pharmaceutical, or healthcare sector
- Familiarity with sponsor invoicing, accounts receivable, and project-based revenue recognition is preferred
- Experience using ERP systems (e.g., NetSuite, SAP, Oracle) and/or clinical trial management systems is a plus
Diversity & Inclusion
We serve patients and researchers from diverse cultures and communities around the world. We are stronger and better when we build a team representing the people we aim to support. We maintain an inclusive culture where people from a broad range of backgrounds feel valued and respected as they contribute to our mission. We value diversity and believe that unique contributions drive our success.
At Care Access, every day, we are advancing medical breakthroughs. We’re uniting standard patient care with cutting-edge treatments and research. Our work brings life-changing therapies to those in need and paves the way for newer and greater treatments to reach the world. We’re proud to advance these breakthroughs and work with the big players while engaging with the
physicians and caring for patients.
We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.
Care Access is unable to sponsor work visas at this time.
