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. Oras 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
  • Proficiency with Microsoft Excel (formulas, pivot tables, reconciliations), Word, Outlook, and Adobe Acrobat
  • Strong attention to detail with the ability to apply analytical and problem-solving skills and act with a consistent sense of urgency
  • Ability to work independently, adapt to changing assignments, manage multiple priorities, and successfully meet deadlines
  • Demonstrated ability to communicate effectively and professionally, both verbally and in writing
• Additional Skills and Attributes:
  • Ophthalmic clinical research experience strongly preferred
  • Experience with Veeva Vault or other automated clinical trial payment systems
  • Experience with ERP or accounting systems (e.g., NetSuite)
  • Familiarity with site budget development, fair market value (FMV), and budget negotiation
  • Experience with international site payments and foreign currency a plus  

• Competencies and Personal Traits:
  • What We Do:
    • Execution Excellence: Ability to set goals, create structure and maintain a focused and collaborative approach to the delivery of timely and high-quality work.
  • How We Do It:
    • IQ, EQ and SQ: Agile and positive thinker, communicator and collaborator who uses a growth mindset to work and lead with authenticity, transparency, resilience, and empathy. Scientific, intellectual, and emotional/social curiosity creates the willingness and ability to innovate, make mistakes, learn and try again.
    • Clear and Direct Communication, Feedback and Conflict Resolution: Practice radical candor in your communication and participate in active Giving and receiving feedback frequently, with an open heart and mind creates psychological safety and promotes faster, individual, team and company growth.
  • Why We Do It:
    • Seek Meaning and Purpose and a Desire to be Part of Something Bigger than Yourself: Crave being part of a team that works together under shared values to achieve significant positive impact in the wider world. At Ora, we are creating vision beyond what we see.

Our mission is to weave together people, processes, and technology to support innovation in ophthalmology around the world. We believe our business should be a force for good — to improve, heal, and change how we see. As a global company, our vibrant community and culture are nurtured by our core values: Prioritizing kindness, cultivating joy, operational excellence, and scientific rigor. Through our commitment to these values, we have built an inclusive and supportive work environment that fosters respect, accountability, and a fulfilling work-life balance for every team member. 

We know a diverse workforce adds to our collective value and strength as an organization. People of color, the LGBTQIA+ community, disabled candidates and veterans are strongly encouraged to apply. Ora is proud to be an Affirmative Action and Equal Opportunity Employer, committed to equal employment opportunity and fair, equitable compensation regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

Our Privacy Policy | Ora (oraclinical.com)