Clinical Vendor Acquisition Manager

How This Role Makes a Difference

Reporting to the Director of Study Feasibility & Clinical Partnerships, the Clinical Vendor Acquisition Manager plays a critical role in identification, sourcing, onboarding, and management of vendor relationships to support Care Access objectives. This role, in collaboration with Feasibility, SSU, Finance, and Site Operations, ensures cost-effective procurement, strong contractual protection, compliance, and high-performing clinical vendor partnerships.

How You'll Make An Impact

Clinical protocol review and vendor requirements identification

Review clinical protocols and other study documents to determine vendor scope and compatibility; translate protocol elements into vendor qualifications and study requirements

Clinical vendor acquisition

Identify potential vendors based on the requirements of the protocol and other sponsor-provided study documents

Conduct market research to assess vendor capabilities, pricing models, and risk factors

Develop and maintain a preferred clinical vendor network

Lead RFPs, RFQs, and vendor selection processes

Contracting & negotiation

Supports the review and finalization of clinical vendor contracts process, in collaboration with the internal team, legal, and finance teams.

Help track contract renewals, expirations, amendments, and compliance requirements. Notify Manager and Legal Team for contracts requiring notice for non-renewals.

Track and compare vendor pricing and utilize historical data and current markets for negotiation, if applicable.

Vendor Management

Identify and troubleshoot vendor-related issues impacting clinical execution or study timelines; act as clinical escalation point for vendor readiness concerns

Establish performance metrics and monitor clinical vendor performance against SLAs and KPIs.

Resolve service, performance, and billing issues in a timely manner.

Drive continuous improvement and cost optimization initiatives

Maintain clinical vendor documentation and compliance records

Serve as the point-of-contact for clinical vendors, ensuring timely responses when study manuals are unavailable.

Standardize and improve communication pathways between clinical vendors, SSU teams, and internal stakeholders.

Develop and refine clinical vendor management processes to optimize efficiency and quality.

Guide internal and external stakeholders on clinical vendor requirements, protocol expectations, training, and procedures.

Participate in governance calls and internal meetings to provide updates on clinical vendor performance and risk status.

Develop tools, templates, and training materials to strengthen clinical vendor onboarding and oversight processes

Maintain internal database in Sharepoint as well as SalesForce.

Review study information and use internal databases, trackers, and dashboards as resources.

The Expertise Required

Strong understanding of clinical protocols, trial execution, and start-up workflows.

Prior vendor experience with the ability to discuss protocol clinical aspects with vendors.

Skilled at guiding vendor partners and internal teams on protocol expectations, training, and procedures.

Effective communicator of vendor requirements both internally and externally.

Experience working with site networks; direct site-based experience strongly valued.

Ability to negotiate and 'sell' Care Access’s value to vendor partners

Experience interacting with investigators, clinical staff, and site teams to support operational decision-making.

Strong cross-functional communication skills in a fast-paced, matrixed environment.

Creative, outside-the-box problem solving with openness to brainstorming solutions.

Proactive mindset with ownership, accountability, and focus on clinical quality.

Ability to foresee risks based on historical knowledge, manage escalations efficiently, and follow up across governance structures.

Data management skills for tracking KPIs, vendor performance, and escalation logs.

Ability to hold vendors accountable to agreed timelines and deliverables.

Capacity to effectively document historical vendor performance and leverage it for future pipeline planning.

Experience creating and implementing new processes based on role and company needs.

Experience reviewing, interpreting, and providing feedback on vendor contracts, including identifying risks, obligations, and compliance requirements.

Proven ability to manage the full lifecycle of vendor contracts, from negotiation through execution, renewal, and termination.

Certifications/Licenses, Education, and Experience

Minimum Education:

Bachelor’s degree in life sciences, healthcare, nursing, or related field (advanced degree preferred).

Minimum Experience:

3–5 years of experience in clinical operations, clinical vendor management, or clinical trial start-up.

Prior vendor-facing experience within clinical trials required.

Familiarity with clinical vendor acquisition and management, and contracting workflows.

Experience in Clinical Project Management is strongly preferred.

Proficiency with CTMS, clinical portals, and project tracking tools.

How We Work Together

Travel: This role requires up to 50% travel requirements further explained below. Length of travel will depend upon study requirements, staff needs, and company initiatives. During onboarding and training, additional travel may be required.

Type of travel required: National

Location: This role requires 100% of work to be performed in an office environment and requires the ability to use keyboards and other computer equipment.

Physical demands associated with this position Include: The ability to use keyboards and other computer equipment.

Walking < 5%, Standing < 5%, Sitting - 90%

The expected salary range for this role is $80,000 - $110,000 USD per year for full time team members.

Benefits & Perks (US Full Time Employees)

Paid Time Off (PTO) and Company Paid Holidays

100% Employer paid medical, dental, and vision insurance plan options

Health Savings Account and Flexible Spending Accounts

Bi-weekly HSA employer contribution

Company paid Short-Term Disability and Long-Term Disability

401(k) Retirement Plan, with Company Match

Mandatory Employer Disclosures

Notice to Illinois applicants: Applicants are not obligated to disclose expunged juvenile records or adjudication, arrest, or conviction.

Notice to Connecticut applicants: Care Access may require applicants to submit to a urinalysis drug test in connection with an application for employment.

Notice to Arizona, Georgia, Indiana, and North Dakota applicants: Care Access complies with applicable laws prohibiting smoking in and around places of employment.

Notice to Massachusetts applicants: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Notice to Rhode Island applicants: Care Access complies with Rhode Island law prohibiting smoking in enclosed areas within places of employment. Care Access is also subject to is subject to Chapters 29–38 of Title 28 of the Rhode Island General Laws.

Notice to Maryland applicants: UNDER MARYLAND LAW, AN EMPLOYER MAY NOT REQUIRE OR DEMAND, AS A CONDITION OF EMPLOYMENT, PROSPECTIVE EMPLOYMENT, OR CONTINUED EMPLOYMENT, THAT AN INDIVIDUAL SUBMIT TO OR TAKE A LIE DETECTOR OR SIMILAR TEST. AN EMPLOYER WHO VIOLATES THIS LAW IS GUILTY OF A MISDEMEANOR AND SUBJECT TO A FINE NOT EXCEEDING $100.

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