CTMS Administrator

Position Summary:

The CTMS Administrator is responsible for the configuration, maintenance, and ongoing support of the organization's Clinical Trial Management System. The CTMS Administrator configures and maintains the financial framework of each study within the system; ensuring accuracy, completeness, and traceability of all financial transactions, providing reports and data that drive sponsor invoicing, payment tracking, and financial decision-making. This role ensures that the CTMS supports clinical trial planning, execution, financial stability, and accurate reporting in compliance with applicable regulations and organizational standards. The administrator assists finance and accounting by ensuring the data between CTMS and general ledger is accurate through journal entries and payment reconciliation. The administrator acts as a liaison between operations, accounting, quality, regulatory, recruitment, sponsors, and external stakeholders to optimize system performance and usability.

Key Responsibilities:

• Configures and customizes CTMS modules according to study-specific and organizational requirements - including, but not limited to, study management, financial/template infrastructure, e-Source, e-Regulatory, subject management, vendor management, and related system configurations. • Manages user access, roles, permissions, and security compliance. • Maintains system documentation, including configuration guides, SOPs, and user manuals. • Develops and delivers CTMS training materials and sessions for internal and external users, fostering a culture of accuracy, accountability, and continuous improvement. • Provides end-user support, troubleshooting, and issue resolution. • Acts as the point of contact between operations, IT, and CTMS vendors for problem resolution and enhancements. • Ensures data consistency, accuracy, and integrity across all CTMS modules. • Generates financial, operational, and compliance reports (e.g., study status, site metrics, accounting activity, monitoring visit logs). • Assist other members on the research finance team by managing payments and making journal entries as needed. • Supports integrations with related systems such as EDCs and ERPs • Ensures the CTMS operates in accordance with regulatory and company compliance requirements. • Participates in audits and inspections as the system subject matter expert (SME). • Identifies opportunities for optimization, process automation, and continuous improvement in clinical operations workflows. • Collaborates heavily with research financial specialists to ensure accurate data for billing and reconciliation of sponsor payments. • Reports CTMS driven KPIs for the research network.

Qualifications:

Associate's or Bachelor's degree in Business Administration, Health Sciences, Information Systems, Accounting, Finance, or related field (or equivalent experience).

3-5 years of experience in a clinical research setting, preferably with a strong CTMS background and/or within a physician practice or site network.

Experience using, managing, or administering a CTMS (e.g., RealTime, CRIO, Clinical Conductor, or similar).

Proficient in Microsoft Office (Excel, Word, Outlook); Excellent Excel and data management skills are a plus.

Experience using CTMS alongside PM, ERP, and/or accounting systems; Experience with Allscripts, Veradigm, NetSuite and/or Kyriba is a plus.

Knowledge of clinical research operations, study startup, participant tracking, billing compliance, template builds, clinical trial budgets, and sponsor invoicing.

Highly organized, detail-oriented, and deadline-driven.

Ability to train and support non-technical staff.

Excellent communication, organization, and problem-solving skills.