SARAH GILBERT
Michigan City,IN
Summary
Clinical research professional with over 7 years industry experience developing RFP/RFI responses and contracting for Sponsors across all study phases, and indications. Experienced developer of corporate budget tools and templates.
Overview
7
7
years of professional experience
Work History
Sr. Manager of Budgets and Proposals
Proxima CRO
Houston, Texas
11.2021 - Current
- Leads all clinical budget development
- Creates new budgets for full proposals and ballpark budget estimates
- Work with proposal lead to QC proposals to ensure alignment with the budget as needed
- Update budgets for contract amendments (change orders) with project management team
- Obtain vendor quotes for passthrough costs as needed
- Assists in developing per patient budgets for site level passthrough costs
- Develops new WOs and WO amendments by inserting final budgets and assumptions and agreed upon terms into WO templates
- Maintains final approved budgets and WOs
- Owns the clinical budget template and update as needed
- Supports tracking and reporting of budgets/proposals/contracts/contract amendments in progress in CRM
- Supports tracking and reporting of project budgets in project tracking system
- Supports invoice process such as alerts to finance team to generate invoices due upon contract execution
- Supports commercial contract generation and contract template maintenance (NDAs, MSAs, WO’s, etc.)
- Supports commercial contracts with vendors as needed
- Supports site contracts, site budgets, site payments process (this is a small area currently, but growing and has an opportunity to support or not depending on interest)
Proposal Manager
Advanced Clinical CRO
12.2020 - 11.2021
- Led, guided and orchestrated overall proposal process from receipt of RFP/RFI to final delivery to the client (scheduling of calls, building timelines for review, etc.)
- Scheduled and ran strategy/triage calls with all applicable functional teams
- Served as the proposal writer for assigned RFPs and RFIs
- Prepared budgets for assigned RFPs and change orders
- Liaised with vendors regarding assigned RFPs to establish specifications for bidding purposes and review to ensure compliance
- Professionally and consultatively meet with clients to support Business Development in the proposal process
- Maintained and refine tools and templates as seen fit and/or as assigned for the functional area
- Maintained tracking of KPIs and associated functional related items
- Worked cross-functionally to support clinical teams in bidding and change order process
- Led feasibility assessments to support RFP strategy and for assigned awarded feasibility assessments
Sr. Budget Manager
Ergomed PLC
06.2020 - 11.2020
- Administered contracts and change orders ensuring compliance with Ergomed policies acting as the focus point for all communication with legal, finance, and business team disciplines for resolution of contract issues
- Analyzed Requests for Proposal (RFPs), clinical study specifications, and protocols to determine Ergomed’s services and tasks in conducting and managing sponsors’ clinical trials
- Consulted and coordinated with account executives, project leaders, and senior management in all functional areas to develop accurate budget estimates for studies
- Prepared and negotiated clinical trial budgets in a variety of complex sponsor-specific and task-oriented formats, bidding assumptions, and proposals for project bids in accordance with the sponsors’ study specifications
- Managed activities related to the coordination, development, negotiation, and execution of client contracts and change orders for direct reports for key proposals & contracts
- Conducted comprehensive QC review of client deliverables to identify potential issues/concerns and to ensure high quality and accuracy prior to client submission
- Ensured that client deadlines for submission of contracts and change orders are consistently met
- Served as back-up to Head of Proposals and Contracts to lead the department at the request, delegation, and/or during the absence of the Head of Proposals & Contracts
- Supported in negotiations of all aspects of master service agreements, basic service agreements global, full-service contracts, change orders, budgets, client grids, and payment schedules based on agreed processes and templates and comprehensive understanding of study specifications, services, tasks, and cost drivers for each functional group to meet or exceed expectations for revenue, margins, financial reporting, and forecasting requirements
- Analyzed out-of-scope activities, changes to study specifications, and their respective budget impact to ensure that budget changes were reasonable and justifiable to the client.
Proposal Manager
TFS CRO
12.2017 - 06.2020
- Supported the sales team in meeting annual sales goals and objectives
- Coordinate and conduct TFS response to sales opportunities and work with the internal TFS team to respond appropriately to any enquiry, for example a Request for Information (RFI) or a Request for Proposal (RFP)
- When requested be prepared and available to attend and support any client meetings, for example Capabilities meetings or Bid Defense Meetings (BDM)
- Collect, prepare, and present specific background information/data and summaries
- Coordinate and finalized any budget or contract negotiations, post award of any work to TFS within a specified territory or accounts
- Establish and maintained regular contact and an excellent rapport with future and current clients
- Prepare sponsor presentations and attend and support bid defense and general client meetings via teleconference or face to face if needed
- Attend and conduct hand-over meetings to operational management upon project award
- Collect critical information for proposal preparation
- Understand the RFI/RFP process, provided detailed input, and manage the proposal process for each opportunity initiated
- Manage costs e.g., expenses appropriately and submitted claims in a timely manner
- Positively interact with TFS operations personnel, keeping track of study status for projects with sponsors and help coordinate and complete negotiation and execution of change orders when notified of a change of scope by operations
- Assisted and support the operational management in meetings (e.g., contracts and change order discussions)
- Plan and attend major industrial events and tradeshows as budgeted and required
- Support activities aiming to develop and retained maintain business relations with selected client accounts
- Collect, compile, analyze and present data related to business development
- Record all relevant business activities and client contacts in the Customer Relationship Management system (Salesforce.com)
- Support the Director of Business and Contracts with workload assignment and supervision where required
- Support the Director of Business and Contracts with recruitment and training of new Business & Contracts Managers
- Support the Director of Business and Contracts with overseeing quality of output from the team and ensuring a consistently high standard of delivery
- Assisted and support all business and contracts activities for key client accounts
- Assisted and support the development of new tools and processes
- Assisted and support general marketing activities and events
- Negotiations with sub-contractors/third parties
- Initiate, coordinate and negotiate signing of client and subcontractor agreements
Associate Budget Manager
MedSource CRO
05.2015 - 12.2017
- Collaborated with project teams to create budgets and forecasts
- Invoiced sponsors monthly and as needed per signed budget and Master Services agreements
- Analyzed budget versus actuals for assigned projects
- Prepared journal, invoice, adjusting, and credit entries for entry in the general ledger system
- Managed employee, project code, and budget databases
- Reviewed utilization variances, invoice totals and all other time-related reports on a weekly and monthly basis
- Educated project teams on financial project management with quarterly trainings
- Updated templates, maintained work codes and Time Management System rates and positions
- Managed financial aspects of ongoing projects within the program
Education
B.S - Business Accounting
Purdue University
Skills
- Microsoft Office Suite
- Managing Operations and Efficiency
- Scheduling and Coordinating
- Managing Career Progression
- Cross-Functional Team Leadership
- Operations Planning
- Employee Coaching and Motivation
- RFP Responses
Timeline
Sr. Manager of Budgets and Proposals
Proxima CRO
11.2021 - Current
Proposal Manager
Advanced Clinical CRO
12.2020 - 11.2021
Sr. Budget Manager
Ergomed PLC
06.2020 - 11.2020
Proposal Manager
TFS CRO
12.2017 - 06.2020
Associate Budget Manager
MedSource CRO
05.2015 - 12.2017
B.S - Business Accounting
Purdue University
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