[Hiring] OnCore CTMS Administrator @City of Hope

Role Description

The CTMS Administrator is responsible for the quality assurance/control management of OnCore study calendar specifications and financial console data entry, ensuring alignment with negotiated terms and payment schedules of fully executed agreements. The CTMS Administrator should have a thorough understanding of clinical research operations, electronic study calendar building, and financial data entry. This individual will support and collaborate with various departments and must be able to interpret complex clinical trial protocols and negotiated budget and payment terms. The role is responsible for working with diverse levels of staff to maintain and improve the functionality and use of the CTMS and serves as the “communications hub” to disseminate information to the study team, data coordinators, central services teams, and senior leadership.

Job Responsibilities

• Perform audits and quality control checks on study calendar builds and financial data entry to ensure accuracy, functionality, and compliance with institutional standards.
• Interpret and translate complex clinical trial protocols into actionable electronic study calendars within the OnCore CTMS.
• Build, configure, and maintain study calendars and financials, ensuring alignment with negotiated budget terms and payment schedules.
• Support study calendar creation and ongoing updates within OnCore as needed.
• Develop and maintain financial console data (protocol, subject, and milestone-related entries).
• Collaborate with finance teams to ensure accurate invoicing, compliance with financial policies, and system integrity.
• Support the Advarra Participant Payments system for research study participants.
• Create and update workflows, Standard Work Instructions (SWIs), and procedures to support consistent operations.
• Partner with cross-functional teams to streamline workflows and improve efficiency across study builds, budgeting, and financial tracking.
• Serve as a key point of communication between study teams, coordinators, and leadership regarding CTMS usage and updates.

Qualifications

• Bachelor’s degree required (Life Sciences or Information Technology preferred).
• Minimum of 3 years of experience in clinical research.
• Oncology experience preferred.
• Minimum of 2 years of experience with Clinical Trials Management Systems (CTMS); strong preference for OnCore CTMS.
• Strong organizational and prioritization skills with exceptional attention to detail.
• Excellent written and verbal communication skills.
• Demonstrated problem-solving ability and collaboration across cross-functional teams.
• Ability to manage multiple priorities and track complex timelines.
• Experience identifying and implementing process improvements.

Company Description

City of Hope's mission is to make hope a reality for all touched by cancer and diabetes. Founded in 1913, City of Hope has grown into one of the largest and most advanced cancer research and treatment organizations in the U.S., and one of the leading research centers for diabetes and other life-threatening illnesses. City of Hope research has been the basis for numerous breakthrough cancer medicines, as well as human synthetic insulin and monoclonal antibodies. With an independent, National Cancer Institute-designated comprehensive cancer center that is ranked top 5 in the nation for cancer care by U.S. News & World Report at its core, City of Hope’s uniquely integrated model spans cancer care, research and development, academics and training, and a broad philanthropy program that powers its work. City of Hope’s growing national system includes its Los Angeles campus, a network of clinical care locations across Southern California, a new cancer center in Orange County, California, and cancer treatment centers and outpatient facilities in the Atlanta, Chicago and Phoenix areas.