Operations Analyst

About Auxilius

Auxilius is an expanding, venture-funded B2B SaaS firm transforming how pioneering biotechs manage their financial operations. Our platform assists sponsors in controlling clinical trial costs, mitigating financial risks, and optimizing expenditures, enabling faster delivery of drugs to patients. Though software-based, our true offering is enhanced clarity.

Role Overview

This position bridges clinical trials with financial management. Responsibilities include onboarding new biotech clients onto the Auxilius platform by building, configuring, and quality assuring their trial budgets, accruals, and site payment processes, identifying root causes of any mismatches. The work demands precision and trust, requiring deep understanding of biotech trial operations to reflect finances accurately. Collaboration with Clinical, Product, and Engineering teams is integral, with early opportunities for ownership.

Why This Role is Critical

Every hour a finance team saves by not untangling trial costs is time that can be redirected towards scientific pursuits. Simplifying financial elements of clinical trials accelerates cost comprehension, freeing investigators to focus on advancing life-saving therapies, including innovative cancer treatments.

Key Responsibilities

• Conduct hands-on setup for assigned customers, entering budgets, contracts, site data, and mapping trial structure including sites, visits, procedures, and country cohorts within budget and forecast models.
• Extract budget details, payment terms, and milestone triggers from clinical trial agreements and related documents, ensuring correct calculation of accruals and site payments.
• Process and reconcile vendor invoices, CRO fee schedules, and pass-through estimates against contracted amounts.
• Set up customer period-close calendars and reporting schedules to meet monthly close deadlines; accommodate occasional evening work during close period extensions.
• Verify platform outputs by cross-checking against source documentation, electronic data captures, and customer trial balances to ensure accuracy before finance team review.
• Apply professional skepticism to detect mislabeled costs, duplicate entries, and maintain compliance with customer controls.
• Input accrual and forecast data strictly per contract specifications and flag any discrepancies with clear variance explanations.
• Keep budgets and forecasts updated reflecting enrollment and site activation status changes with protocol amendments and timeline shifts.
• Document validation processes to enable traceability for analysts or auditors.
• Clarify data lineage by guiding internal teams or customers through number origin on a line-by-line basis.
• Investigate and resolve data discrepancies through methodical root cause analysis, interpreting complex information clearly.
• Audit CRO invoices against unit rates and earned-value calculations to identify overbilling or missed pass-through costs.
• Serve as primary contact for first-level customer inquiries, collaborating cross-functionally to address complex issues.
• Automate repetitive tasks using AI tools and develop reusable skills and automations within AI platforms.
• Provide feedback on workflows to founders and Product teams and assist in testing new platform features pre-launch.
• Track onboarding metrics like time to first close, data-error rates, and configuration cycle times to pinpoint process improvements.
• Create templates, checklists, and procedure guides for future analysts.
• Acquire in-depth knowledge of clinical trial protocols, site contracts, and enrollment to understand trial economics thoroughly.
• Progress to process ownership and help establish the onboarding playbook and team training.
• Address urgent company-wide challenges, enhancing learning and development opportunities.
• Participate in onsite training at start and attend all-team events quarterly to yearly.

Candidate Profile & Qualifications

• 0–3 years experience in detail-driven environments like Big 4 or equivalent accounting/audit firms, biotech or life sciences finance, banking, consulting analyst programs, or SaaS ERP implementation; strong performance in challenging undergraduate studies also considered.
• Exceptional attention to detail with pride in accuracy; views QA and QC as essential craft rather than routine tasks.
• Comfortable adapting to a startup ecosystem, ready to engage in hands-on process automation and handle rapid changes.
• Proficient with Excel and skilled at analyzing complex datasets to uncover narratives.
• Familiarity with AI tools for automation and willingness to develop AI-related skillsets.
• Process-focused, self-motivated, able to juggle multiple workflows and improve procedural efficiency.

Preferred Attributes

• Experience with clinical trials documents (CTAs, protocols, site contracts, EDC) or accounting functions (accruals, reconciliation, close cycles) is advantageous but not compulsory.
• Residence near one of our hub offices (Boston, New York, Salt Lake City, Chicago) preferred; occasional in-office presence expected.

Success Metrics

Within initial three months, candidates will independently configure customers with precision, ensure clean, reconciled, and audit-ready data, and become a trusted team member catching inconsistencies missed by others. Early process challenges will evolve into standardized procedures benefiting the entire team.

Benefits

• Comprehensive healthcare including One Medical, Kindbody, Talkspace, Teladoc, supplemented with an FSA.
• 401(k) match program: full match on your first 1% contribution and 50% match on the next 5%.
• Life and disability insurance.
• Commuter benefits.
• 24/7 well-being support through Health Advocate.
• Unlimited paid time off to maintain well-being and productivity.

Application Encouragement

We prioritize ownership, meticulousness, and growth mindset over perfect qualifications. If this role resonates with you but you don't meet every criterion, we encourage you to apply.