Senior Manager, Clinical Site Payments Processes and Systems

About the role

The Manager, Clinical Site Payments Processes and Systems will lead process development, system governance, site payment platform configuration, training, metrics, and reporting for BeOne’s global Clinical Site Payments function. This role partners with various teams to ensure payment processes are clear, scalable, compliant, and audit-ready.

Responsibilities

• Clinical Site Payments Process Ownership - Own, develop, maintain, and continuously improve end-to-end Clinical Site Payments processes across the global portfolio. Create and maintain standardized workflows, process documentation, checklists, training materials, FAQs, and job aids. Assess current and legacy processes to determine where updates, retirement, retraining, or leadership decisions are required. Ensure processes are operationally clear, scalable, audit-ready, and aligned with financial, compliance, and internal control expectations. Identify process gaps, control gaps, workflow inefficiencies, and escalation needs; drive continuous improvement to reduce rework and strengthen payment accuracy.

• Department Training, Onboarding, and Knowledge Management - Lead department training strategy, including onboarding, refresher training, process training, systems training, and role-based training. Develop onboarding plans and training materials for Clinical Site Payments staff, regional payment leads, payment associates, and applicable business partners. Create systems training for Clinical Site Payments platform, including vendor payment platforms, CTMS-related payment processes, SharePoint, Smartsheet, Power BI, and other approved tools and systems. Maintain a centralized knowledge repository and keep materials current as processes, systems, vendor expectations, or financial control requirements change. Coordinate training delivery, track completion of required training, and retain documentation to support audit readiness.

• Site Configuration, CTA Amendments, and Budget Amendment Management - Serve as accountable owner for configuring clinical sites in the vendor payment platform for initial CTAs and subsequent CTA or budget amendments for internalized markets. Configure and maintain site-level payment setup based on executed agreements, payment terms, study budgets, amendments, and approved payment schedules. Validate platform configuration against contractual documents, approved budgets, amendment documentation, and country-specific payment requirements before payment execution. Establish and maintain controls, work instructions, validation checklists, and governance standards for site setup, amendment implementation, payment schedule updates, and configuration changes. Partner with Clinical Site Contracts, Clinical Site Budget Planning and Strategy, regional payment teams, Clinical Site Payments Study Startup and Closeout, and vendors to ensure timely and accurate implementation of contract and budget changes. Escalate discrepancies and maintain audit-ready documentation supporting site setup, CTA amendment, and budget amendment configuration activities.

• Clinical Site Payments Systems and Vendor Platform Governance - Serve as the Clinical Site Payments process and systems lead for vendor payment platform activities supporting internalized markets. Responsible for platform setup standards, configuration controls, review checklists, issue escalation pathways, and system enhancement testing. Partner with vendors and internal teams to ensure study, site, budget, contract, startup, activation, closeout, and payment closeout information is complete and accurate in the respective platforms. Identify system configuration gaps, data alignment issues, platform defects, and process breakdowns that may impact setup, payment execution, reconciliation, or reporting. Drive resolution of recurring system or vendor platform issues through defined governance, escalation, and corrective action processes.

• Clinical Site Payments Metrics, Data Analytics, and Executive Reporting - Own the Clinical Site Payments metrics framework, reporting cadence, KPI definitions, data governance expectations, and executive reporting outputs. Translate operational data into concise, executive-ready insights for Clinical Site Payments and Clinical Business Operations leadership. Gather, assess, validate, standardize, analyze, and report metrics for internalized work in partnership with regional payment teams. Develop recurring and ad hoc reporting on payment cycle time, on-time payments, invoice volume and value, backlog, reconciliation status, site setup, CTA upload, amendment implementation, and vendor performance trends. Maintain dashboards, scorecards, trackers, and reporting packages using Excel, Power BI, Smartsheet, SharePoint, or other approved tools. Use metrics to identify operational risks, bottlenecks, control gaps, and improvement opportunities; provide recommendations to support resource planning, vendor oversight, and leadership decision-making.

• Vendor Metrics Review, Data Challenge, and Reporting Validation - Review vendor operational performance data, system reports, source documentation, and internal trackers before distribution to leadership. Challenge vendor-reported metrics when discrepancies, unsupported assumptions, calculation issues, or data quality concerns are identified. Perform reconciliation and root cause analysis across vendor reporting, system outputs, internal trackers, and source documentation. Establish governance standards for KPI definitions, calculation methodologies, reporting assumptions, data ownership, and vendor reporting expectations. Escalate recurring data integrity concerns, reporting gaps, or vendor performance issues, and support vendor governance meetings with data-driven assessments.

• Cross-Functional Process Alignment and Controls - Partner with Clinical Site Contracts, Clinical Site Budget Planning and Strategy, Global Clinical Operations, Finance, Treasury, Accounts Payable, Procurement, Compliance, Quality, Internal Audit, and payment vendors to align upstream and downstream processes. Define ownership, inputs, outputs, handoffs, timelines, documentation standards, and escalation pathways across functional stakeholders. Ensure processes support purchase order, invoice, drawdown, reconciliation, payment documentation, compliance, and audit readiness requirements. Support process reviews, audit inquiries, corrective actions, and control remediation in partnership with Quality, Compliance, and Internal Audit. Drive resolution of cross-functional issues by aligning stakeholders on required actions, owners, timelines, and escalation decisions.

• CTA Uploads, Site Setup, and Vendor Accountability - Drive accountability with Clinical Site Contracts and payment vendors for timely and accurate CTA uploads, site setup, budget configuration, amendment implementation, and payment setup activities. Establish expectations for turnaround times, completeness standards, issue tracking, escalation, and timely closure of open items. Monitor vendor performance related to CTA setup, payment terms configuration, budget updates, amendments, reconciliation, metrics reporting, and issue resolution. Track recurring vendor issues and provide process-related metrics, validation findings, issue trends, root cause analysis, and corrective action recommendations. Escalate performance concerns to Clinical Site Payments leadership when vendor deliverables, documentation completeness, metric accuracy, or issue resolution do not meet expectations.

• CTA and Payment Reconciliation Oversight - Oversee reconciliation of CTA payment terms, budget amendments, vendor platform configuration, and payment execution data. Partner with Clinical Site Contracts, regional payment teams, Finance, and vendors to resolve discrepancies between executed CTAs, approved budgets, vendor setup, and payment activity. Develop reconciliation standards, review processes, exception tracking, and escalation pathways. Identify root causes of recurring reconciliation issues and recommend process, training, data, or system improvements. Maintain reconciliation documentation to support audit readiness and escalate unresolved risks that may impact payment accuracy, financial reporting, compliance, or site relationships.

• Study Startup and Closeout Systems Alignment - Partner with Clinical Site Payments Study Startup and Closeout to ensure vendor payment systems accurately reflect study startup, site initiation, site activation, site closeout, and payment closeout status. Develop process controls for startup and closeout data handoffs between Clinical Site Payments, Global Clinical Operations, Clinical Site Contracts, Finance, and payment vendors. Monitor system readiness, payment readiness milestones, closeout completeness, final payment completion, and PO or financial closeout requirements. Support issue resolution when system statuses, site setup activities, closeout activities, or payment closeout data are delayed, inaccurate, or inconsistent.

Qualifications

Advanced proficiency with Microsoft Office, including Excel, Word, PowerPoint, Outlook, Teams, SharePoint, Smartsheet, and Power BI. Advanced Excel skills, including pivot tables, formulas, data validation, reconciliation, Power Query, and report preparation. Experience with clinical payment vendor platforms and clinical trial systems. Working knowledge of CTMS, SAP, Ariba, Agiloft, Oracle, or other finance, procurement, contract, and clinical operations systems preferred. Ability to analyze structured data, trackers, dashboards, raw data files, system reports, and vendor reporting outputs to identify process gaps, reconciliation issues, metric discrepancies, and operational trends.

Skills

Strong analytical and problem-solving skills. Excellent communication and interpersonal skills. Proven ability to manage multiple projects simultaneously. Strong organizational and project management skills. Proficiency in clinical trial systems and vendor platforms. Experience with clinical payments and compliance. Leadership and mentoring abilities. Team player with a collaborative approach.

Benefits

Competitive salary, comprehensive benefits package, professional development opportunities, flexible work arrangements, and a supportive work environment.

Pay

Commensurate with experience.

Schedule

Full-time, Monday-Friday, 8:00 AM - 5:00 PM.