Site Contract and Payment Associate

POSITION TITLE: Site Contract and Payment Associate

DEPARTMENT: Legal

Ora Values the Daily Practice of …

Prioritizing Kindness * Operational Excellence * Cultivating Joy * Scientific Rigor

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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 Contract and Payment Associate is responsible for the preparation, review, negotiation, and management of clinical trial contracts and study budgets with sponsors and investigative sites. This role ensures that clinical research agreements are compliant with regulatory requirements, institution policies, and financial objectives while supporting timely study start-up and execution.  

Additionally, the Site Contract and Payment Associate is responsible for the accurate and timely processing of payments to clinical trial investigative sites globally. This role ensures that site payments align with contract terms, study milestones, and regulatory requirements, while maintaining strong collaboration with internal teams and investigative sites to support successful clinical trial execution. 

What You’ll Do:

• With guidance, facilitate the review and execution process for Clinical Trial Agreements (CTAs) and Amendments, with Sponsor, Site and Ora legal teams.  This includes:
  • Support the development, review, and negotiate clinical trial budgets with sponsors and sites, including per-patient costs, start-up fees, pass-through expenses, and overhead 
  • Track contract milestones, renewals, and amendments throughout the study lifecycle 
  • Monitor budget approvals and align contract terms with negotiated budgets 
  • Ensure payment terms, invoicing schedules, and milestone payments are clearly defined in contract  
  • Support the analysis of study protocols to assess cost implications and ensure budgets reflect fair market value (FMV)  
  • Prepare reports for study team regarding contract status, budget approvals, and payment status  
• Collaborate with Ora’s Global cross functional project teams including Project Management, Clinical Trial Associates, Clinical Research Associates, Project Directors and Information Technology (IT). 
• Collaboration with Legal for contract negotiations 
• Identify, track and monitor data integration between EDC and Veeva Vault systems, highlight any data issues with Ora IT, following up on any outstanding data issues that lead to payment delays 
• Set up, process, and manage clinical trial site payments in accordance with Clinical Trial Agreements (CTAs) and approved budgets in the Veeva Vault Payment system, this includes: 
  • Verify that payment triggers (e.g., visit completion, data entry, monitoring milestones) are met prior to payment 
  • Calculate and reconcile per-patient payments, start-up fees, milestone payments, and pass-through expenses 
  • Ensure payments are issued accurately and on schedule 
  • Reconcile payments with invoices, supporting documentation and financial systems 
  • Identify and resolve overpayments, underpayments, and payment discrepancies 
• Responsibilities may differ slightly from the above based on specific needs of the business.
• Adhere to all aspects of Ora’s quality system. 
• Adhere to all essential systems and processes that are required at Ora to maintain compliance to Ora’s data integrity & business ethics and regulatory requirements. 
• Clear and sustained demonstration of Ora’s values -- prioritizing kindness, operational excellence, cultivating joy and scientific rigor – as well as their linked behaviors.
• Responsibilities may differ from the above based on the specific needs of the business. 

What We Look For:

• Experience needed for the Role:
  • Associates’ or Bachelor’s degree in business or Life Sciences, with one or more years’ experience in clinical research or equivalent combination of education, training and experience. Years of experience may be considered in lieu of education.  
  • 2+ yrs Accounts Payable experience  
  • High attention to detail and ability to manage multiple studies simultaneously 
  • Clinical trial contract negotiation and budget development and cost analysis  
  • Experience working at a research site or in a CRO environment 
• Additional Skills and Attributes:
  • Knowledge of clinical trial agreements and research billing
  • Strong analytical and excellent communication skills
  • Experience in clinical site payments and clinical trial operations
  • Strong organizations skills with a commitment to consistently producing high quality work
  • Experience with Adobe, Excel spreadsheets, Microsoft Word and Outlook 
  • Knowledge of GCP/GXP/ICH regulations  

• 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.

What We Offer:

• Well Being: Offering comprehensive healthcare options in Medical, Dental and Vision beginning day 1.
• Flexible PTO & Unlimited Sick Time: Providing you the freedom to unwind and recharge when you need to in addition to 14 company paid holidays.  
• Financial: Competitive salaries along with a 401K plan through Fidelity with company match. 
• Family Support Care: Adoption and fertility assistance provided along with offering 16 weeks paid Parental Leave. 
• Company Paid Life & Disability Insurance: Offering peace of mind to help you and your family feel secure. 
• Remote & Wellness Reimbursement: We'll reimburse you to support your remote workspace and wellness purchases. 
• Employee Assistance Program: No matter what issues you're facing, New Directions is here to help you and your family. 
• Career Development Opportunities: Continued opportunities to grow and develop your career journey.  
• Global Team: Opportunities to work with colleagues across the globe. 
• Impact: A chance to research new ophthalmic therapies that will impact patients across the globe. 

Benefit Eligibility: Full-time employees of Ora working a minimum of 30 hours per week. Our per diem workforce is eligible for Medical and Dental coverage once they have hit 6 months of service and work an average of 30 hours per week. 

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.

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