Senior Manager, Clinical Site Payments Processes and Systems

Job description

Accountabilities: Own, develop, maintain, and continuously improve end-to-end Clinical Site Payments processes across the global portfolio. Establish standardized workflows, process documentation, checklists, FAQs, training materials, job aids, and governance standards that support scalable and audit-ready operations. Evaluate existing and legacy processes to identify gaps, inefficiencies, control risks, retraining needs, and opportunities for process retirement or redesign. Lead the department’s training and knowledge-management strategy, including onboarding, refresher training, systems training, and role-specific learning. Develop training programs covering payment platforms, CTMS-related processes, SharePoint, Smartsheet, Power BI, and other approved systems. Serve as the accountable owner for configuring clinical sites in vendor payment platforms for initial CTAs, CTA amendments, and budget amendments in designated internalized markets. Validate site configurations against executed agreements, approved budgets, payment terms, amendments, and country-specific requirements before payment execution. Establish controls, validation checklists, work instructions, and governance standards for site setup, budget configuration, payment schedules, and system changes. Lead governance of clinical payment platforms, including configuration standards, issue escalation, enhancement testing, and resolution of recurring system or vendor problems. Support designated internalized payment models by developing market-specific processes covering site setup, CTA uploads, budget configuration, invoice and payment review, reconciliation, closeout, and reporting. Own the Clinical Site Payments metrics framework, KPI definitions, reporting cadence, data governance standards, and executive reporting. Develop dashboards, scorecards, trackers, and recurring reports covering payment cycle times, on-time payments, invoice activity, backlog, reconciliation, site setup, amendments, and vendor performance. Review and validate vendor-reported metrics, challenge discrepancies or unsupported assumptions, and perform reconciliation and root-cause analysis across systems, trackers, and source documentation. Partner cross-functionally with Clinical Site Contracts, Clinical Operations, Finance, Treasury, Accounts Payable, Procurement, Compliance, Quality, Internal Audit, and payment vendors to align processes, controls, ownership, and escalation paths. Drive accountability for timely and accurate CTA uploads, site setup, budget configuration, amendment implementation, reconciliation, reporting, and issue resolution. Oversee reconciliation between executed CTAs, approved budgets, vendor platform configuration, and payment activity, identifying root causes and recommending corrective actions. Partner with Study Startup and Closeout teams to ensure payment systems accurately reflect site activation, study milestones, closeout status, final payments, and financial closeout requirements. Translate operational data into executive-ready insights and recommendations that improve resource planning, vendor oversight, payment accuracy, compliance, and operational performance. Provide functional guidance, process leadership, and training support to team members, cross-functional stakeholders, and external vendors as needed. Requirements: Demonstrated experience in clinical site payments, clinical operations, clinical trial financial processes, or a closely related pharmaceutical, biotechnology, or life sciences function. Strong understanding of clinical trial payment processes, including CTAs, budgets, amendments, invoices, payment schedules, reconciliation, site setup, and study closeout. Experience developing and governing complex business processes within a global or multi-market environment. Proven ability to establish scalable workflows, controls, documentation, training programs, and governance frameworks. Strong experience working with clinical payment vendor platforms and clinical trial systems. Advanced proficiency in Microsoft Office, particularly Excel, PowerPoint, SharePoint, Smartsheet, and Power BI. Advanced Excel capabilities, including pivot tables, formulas, data validation, reconciliation, Power Query, and report development. Experience analyzing structured datasets, dashboards, raw data files, system reports, trackers, and vendor reporting to identify discrepancies and operational trends. Working knowledge of CTMS, SAP, Ariba, Agiloft, Oracle, or comparable finance, procurement, contracting, and clinical operations platforms is preferred. Strong understanding of data governance, KPI development, reporting validation, reconciliation, and operational analytics. Ability to identify process, system, control, and data-quality gaps and drive practical solutions through to implementation. Strong project management, organizational, and prioritization skills, with the ability to manage multiple complex initiatives simultaneously. Excellent communication and stakeholder-management skills, with the ability to translate technical or operational information for senior leadership and diverse audiences. Demonstrated ability to work collaboratively across Clinical Operations, Finance, Contracts, Procurement, Compliance, Quality, IT, and external vendors. Strong analytical thinking, financial awareness, problem-solving, and continuous-improvement mindset. Results-oriented, proactive, adaptable, and comfortable operating in a changing global environment. Demonstrated ability to foster teamwork, communicate clearly, influence stakeholders, and drive accountability without direct supervisory authority. Experience in the life sciences, pharmaceutical, biotechnology, or clinical research environment is strongly preferred. Benefits: Annual base salary: $136,400–$181,400, with final compensation determined by factors including skills, experience, education, certifications, and work location. Eligibility for an annual bonus plan for non-commercial roles. Opportunity for discretionary equity awards and participation in an Employee Stock Purchase Plan. Medical, dental, and vision insurance. 401(k) plan. FSA/HSA options. Life insurance. Paid time off. Wellness benefits and programs. Remote work opportunity within the United States. Opportunity to contribute to a mission-driven environment focused on improving access to innovative treatments for patients. Collaborative, global work environment with opportunities to influence process transformation and operational excellence. How Jobgether works: We use an AI-powered matching process to ensure your application is reviewed quickly, objectively, and fairly against the role's core requirements. Our system identifies the top-fitting candidates, and this shortlist is then shared directly with the hiring company. The final decision and next steps (interviews, assessments) are managed by their internal team. We appreciate your interest and wish you the best! Why Apply Through Jobgether? Data Privacy Notice: By submitting your application, you acknowledge that Jobgether will process your personal data to evaluate your candidacy and share relevant information with the hiring employer. This processing is based on legitimate interest and pre-contractual measures under applicable data protection laws (including GDPR). You may exercise your rights (access, rectification, erasure, objection) at any time. #LI-CL1 This position is listed on behalf of a partner company, who manages all applications and next steps. Our partner is looking for a Senior Manager, Clinical Site Payments Processes and Systems based in the United States. This role leads the development, governance, and continuous improvement of global Clinical Site Payments processes and systems.You will help build scalable, compliant, and audit-ready payment operations supporting clinical trial activities across multiple markets.The position combines process ownership, systems governance, data analytics, training, vendor oversight, and cross-functional collaboration.You will play a key role in configuring clinical sites, managing contract and budget amendments, and ensuring payment data remains accurate and aligned.The role works closely with Clinical Operations, Contracts, Finance, Procurement, Compliance, Quality, and external payment partners.You will translate operational data into meaningful metrics and executive insights that support performance, risk management, and decision-making.This is an opportunity to strengthen a growing clinical payments function through operational excellence, automation, governance, and continuous improvement.