Site Payment Administrator

POSITION TITLE: Site Payment Administrator DEPARTMENT: Legal Ora Values the Daily Practice of … Prioritizing Kindness * Operational Excellence * Cultivating Joy * Scientific Rigor At Ora, we are building the future of ophthalmic clinical research. As the world’s leading full-service ophthalmic drug and device development firm, we guide our clients across all phases of clinical research to efficiently bring new products and therapies to market. Over the past 45 years, our expert teams have helped earn more than 85 new product approvals. Ora's pre-clinical and clinical models, unique methodologies, integrated clinical data solutions, and global regulatory strategies have been refined and proven across thousands of global projects. Today, our team continues to expand across the globe, with 400 employees across North America, Europe, Asia, and Latin America. The Role: Ora’s Site Payment Administrator is responsible for the end-to-end management of payments to our investigator study sites for clinical trials supported by the Anterior Segment, Posterior Segment and medical device departments. Working closely with the clinical project teams, Clinical Contracts, Finance/Accounts Payable, and investigator sites, the Site Payment Administrator builds and maintains study- and site-level budgets, processes site visit payments and invoices on a monthly basis, performs payment reconciliations, and ensures all payments are accurate, timely, and consistent with executed Clinical Trial Agreements (CTAs) and approved site budgets. What You’ll Do: • Budget Setup and Maintenance: • Partner with IT and project teams on the initial setup of study- and site-level budget templates in Veeva Vault • Enter and maintain site-specific budget data in Veeva Vault, including updates resulting from protocol and contract amendments • Work with Project Managers and Clinical Contracts to obtain approval of study- and site-level budgets • Payment Processing: • Process site visit payments and invoices through Veeva Vault on a monthly (or contractually defined) payment cycle based on EDC visit data • Review site invoices (e.g., screen failures, unscheduled visits, IRB and other pass-through costs) for accuracy against approved site budgets and supporting documentation • Apply contractual payment terms such as overhead, screen failure caps, and payment timelines • Prepare and submit payment requests to Accounts Payable and track payments through issuance • Reconciliation and Reporting: • Maintain study-level payment trackers and reconcile payments against visit data, invoices, and approved budgets • Perform periodic and study close-out reconciliations, including release of holdbacks and resolution of over- and underpayments • Provide payment status, accrual, and forecasting information to Project Managers • Maintain site payment documentation in accordance with Ora SOPs and support audit and inspection readiness • Site Communication: • Serve as the primary point of contact for site payment questions and communicate with sites regarding invoice discrepancies • Collaborate with IT and project managers to resolve visit data issues that affect site payments What We Look For: • Experience needed for the Role: • Associate’s or bachelor’s degree in business, Finance, Accounting, or Life Sciences, or an equivalent combination of education, training, and experience; relevant experience may be considered in lieu of a degree • 3+ years of accounts payable or payment processing experience • 1+ year of clinical research experience (CRO, sponsor, or site), preferably involving site payments, budgets, or contracts • Understanding of Clinical Trial Agreements and site budgets as they relate to site payments • Working knowledge of GCP and ICH guidelines •