Manager, Site Management
Short Hills, NJ
Full Time
Manager/Supervisor
SUMMARY
The Manager, Site Management (Affiliates) owns two connected partner programs. The first is the affiliate site network: searching, finding and signing independent research sites, negotiating their contracts and budgets, and managing their performance once they are live. The second is Health Care Partner (HCP) relationships: building a network of physicians, practices and other healthcare providers who refer suitable patients to Civia-owned research sites. Together, these programs extend Civia’s reach so that it can meet its enrollment commitments to sponsors.
This individual implements Civia’s partner methodology and manages the network through clear KPIs and data-driven performance management. The role is US based with global accountability, is billable, and is central to Civia’s ability to deliver on client commitments and mitigate site-related risk.
KEY RESPONSIBILITIES
Affiliate Site Identification, Business Development & Onboarding
HOW WE WORK
The Manager, Site Management (Affiliates) owns two connected partner programs. The first is the affiliate site network: searching, finding and signing independent research sites, negotiating their contracts and budgets, and managing their performance once they are live. The second is Health Care Partner (HCP) relationships: building a network of physicians, practices and other healthcare providers who refer suitable patients to Civia-owned research sites. Together, these programs extend Civia’s reach so that it can meet its enrollment commitments to sponsors.
This individual implements Civia’s partner methodology and manages the network through clear KPIs and data-driven performance management. The role is US based with global accountability, is billable, and is central to Civia’s ability to deliver on client commitments and mitigate site-related risk.
KEY RESPONSIBILITIES
Affiliate Site Identification, Business Development & Onboarding
- Proactively source, approach and sign new affiliate research sites, building a pipeline that matches study, geographic and patient-population needs.
- Pitch Civia’s partnership model to site owners, investigators and practice leaders, and convert interest into signed partners against agreed targets.
- Assess prospective sites against capacity, patient access, research experience, infrastructure and quality criteria, and run feasibility and qualification for new studies.
- Plan geographic coverage so that affiliates complement Civia’s owned sites rather than compete with them for the same patients.
- Lead onboarding of new affiliates, including NDAs, due diligence, system access and training, so sites are activated and ready for initiation visits on time.
- Maintain the site pipeline and partner records in Civia’s CRM.
- Identify and approach physicians, practices, health systems and other healthcare providers near Civia-owned US sites whose patient populations match current and upcoming studies.
- Onboard HCP referral partners, setting up clear, simple referral pathways into Civia sites and training their teams on study criteria and the referral process.
- Track referral volume, quality and conversion from referral through screening and enrollment for each partner, and act on the results.
- Work with Civia site, patient recruitment and medical teams so that referred patients are contacted promptly and partners receive timely updates.
- Ensure referral relationships comply with applicable healthcare laws, such as the federal Anti-Kickback Statute, and patient privacy requirements under HIPAA, working closely with Legal.
- Implement Civia’s partner methodology consistently across the affiliate network, from selection through onboarding, activation and review.
- Refine the methodology and supporting processes and SOPs based on performance data and partner feedback.
- Train internal teams and partner sites on the methodology and Civia’s expectations.
- Lead negotiation of affiliate agreements, including confidentiality agreements, clinical trial agreements (CTAs), master agreements, payment terms, and enrollment and capacity commitments.
- Build and negotiate study-level site budgets that are competitive for the site and protect Civia’s margin against its sponsor contracts.
- Secure firm enrollment commitments from affiliates, using performance-based terms where appropriate so that contracted capacity can be relied on.
- Partner with Legal on contract templates and redlines, including HCP referral partner agreements, and with Finance to align budgets and payment terms with sponsor contracts and forecasts.
- Track every agreement through to execution so that contracting never delays study start-up.
- Hold accountability for affiliate site performance against agreed capacity, timelines and quality standards.
- Track enrollment, randomization, screen-failure and retention rates against commitments for each affiliate and study.
- Oversee affiliate payments, reconciling site invoices against contracted milestones and completed visits, and partner with Finance on affiliate reporting, accruals and forecasts.
- Act as the primary point of contact for affiliate sites and HCP referral partners, building strong long-term relationships.
- Coordinate with sponsors, CROs and Civia project teams on affiliate start-up, initiation visits and issue resolution.
- Identify underperformance early, agree corrective action plans and escalate risks that could affect clients.
- Define how affiliate site quality is measured and monitored, working with Quality and Clinical Operations colleagues and own the oversight and excellence of their delivery.
- Ensure affiliates operate in line with ICH GCP, study protocols and Civia SOPs, and support audit and inspection readiness and follow-up of findings.
- Define, develop, own and manage the KPIs for the affiliate network and HCP referral program, including pipeline conversion, time to activation, enrollment against commitment, referral volume and referral-to-enrollment conversion, quality and cost per patient.
- Build regular dashboards and reporting to support decisions by the leadership team.
- Use data to prioritize partners, inform re-contracting decisions and mitigate client risk.
HOW WE WORK
- Multidisciplinary structure. Civia works as teams, not functions. This role works closely with Legal, Finance, Business Requirements, Human Strategy, Project Management and site teams rather than in a single functional silo.
- Regional roles drive global requirements. Although US based, this role sets the standards, processes and requirements for the affiliate network that are applied across Civia globally.
- Flexible allocation of work. Tasks and responsibilities may be reallocated at the manager’s discretion in line with business and client needs.
- Bachelor’s degree in a health-related, life sciences or business field, or equivalent experience.
- 3+ years of experience in clinical research, including at least 1–2 years in site network management, site partnerships, site start-up or site management (for example in an SMO, CRO, sponsor or site network).
- Proven business development or sales experience, with a track record of sourcing, pitching and signing new partners against targets.
- Experience building referral relationships with physicians, practices or other healthcare providers, for example in patient recruitment, provider relations or medical sales.
- Hands-on experience negotiating clinical trial agreements and site budgets, including payment terms and enrollment commitments.
- Strong financial acumen: able to build and interpret site budgets, reconcile payments and understand the margin impact of contract terms.
- Strong relationship-building skills with research sites, healthcare providers and internal stakeholders.
- Experience setting KPIs and managing partner performance using data.
- Working knowledge of ICH GCP and applicable regulations.
- Highly organized, able to manage many partners, contracts and studies at once in a fast-moving environment.
- Ability to work across time zones in a role with global accountability.
- Willingness and ability to travel as required, including visits to affiliate sites.
- Experience with CRIO, HubSpot, DocuSign or similar CTMS, CRM and e-signature platforms.
- Experience working in an SMO, site network or other billable, client-services model.
- Experience building or scaling a site network or partner program from an early stage.
- Understanding of healthcare compliance rules that govern provider referral relationships, such as the Anti-Kickback Statute and HIPAA.
- Experience managing affiliate sites across multiple US states or countries.
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