Business Operations Manager (Clinical Research)

the site’s day-to-day functionality. You will oversee financial workflows, office operations, payroll, personnel processes, and both medical and non-medial contracts and vendor coordination. Reporting directly to the CEO, you’ll ensure that sponsor payments, staff onboarding, and clinical operations are uninterrupted and audit-ready.

This role requires strong systems thinking, meticulous execution, and the ability to drive cross-functional workflows with minimal oversight. *This position is hybrid with two days in the office per week required.

Key Responsibilities:

Financial Operations
• Manage Accounts Receivable and Accounts Payable in alignment with sponsor billing schedules
• Perform QuickBooks reconciliations, weekly accrual uploads, and monthly close
• Oversee invoicing, collections, and sponsor/study payment tracking
• Administer CRIO financial reconciliation for patient stipends and coordinator payment workflows
• Manage eCheck disbursements, credit card payments, and bank activity via online platforms

Administrative & Business Operations
• Run bi-weekly payroll through Gusto (dual accounts), manage PTO, and benefits enrollment
• Coordinate medical and office contracts and vendors, procurement approvals, and inventory ordering (e.g., reception, supplies, snacks)
• Handle all physical mail processing, check deposits, and mortgage/bill payments
• Maintain SOPs and documentation systems for audits, onboarding, and internal reviews
• Support office technology (RingCentral, door access, Google Workspace, CRIO admin access)

HR & Personnel Management
• Manage onboarding/offboarding: new hire equipment, email setup, badge access, CRIO roles
• Maintain personnel files, job descriptions, and internal documentation
• Coordinate benefits administration with HR advisors and external brokers
• Liaise with immigration counsel and legal for sponsored employees (e.g., H-1B processing)

Strategic Execution & Site Continuity
• Identify operational risks and propose process improvements or automation
• Assist CEO in budget planning, contract management, and performance forecasting
• Support monitoring visits, sponsor audits, and data reconciliation processes
• Implement playbooks for role continuity and staff cross-training

Tools & Systems
• QuickBooks Online
• Gusto (Payroll, PTO, Benefits)
• CRIO (Clinical Trial Management System)
• Looker / Google Sheets
• Google Workspace
• Deluxe eChecks
• Bank of America
• RingCentral

Qualifications:

Required
• A minimum of 3 years in finance, operations, or business administration
• A minimum of 2 years hands-on experience with QuickBooks (any experience with Gusto payroll is a plus)
• Strong documentation, coordination, and multi-tasking ability
• Excellent organizational and interpersonal communication skills

Preferred
• Experience in clinical research, healthcare, or regulated industries
• Familiarity with CTMS platforms (CRIO preferred)
• Exposure to HR operations and benefits administration
• Experience managing medical and non-medical contracts and vendors, ordering systems, or inventory tracking

Job Type: Full-time

Pay: $45,000.00 - $55,000.00 per year

Benefits:
• Employee assistance program
• Health insurance
• Paid time off

Application Question(s):
• Briefly describe your experience managing vendor contracts and payments. Applications will not be considered without this question being answered.

Experience:
• QuickBooks: 2 years (Required)
• CRIO (A clinical trial research management system): 1 year (Preferred)

Work Location: Hybrid remote in Beaumont, TX 77702