OnCore Operations Intake Specialist

UPMC; Pittsburgh (Allegheny County); On-site; USD 85,000 - 110,000; Full time

Job summary

UPMC is seeking a technical OnCore CTMS specialist to coordinate intake and initial setup for clinical research studies. You will build protocol shells, calendars, and budgets in OnCore, conduct QC checks, and train staff to support calendar builds.

The role requires 3+ years of hands-on experience with OnCore and the ability to manage multiple timelines while collaborating with study teams and external vendors. In-office presence is required three days per week.

Qualifications

• Bachelor’s degree in health-related field preferred.
• Three years of hands-on experience developing, maintaining, and validating OnCore calendar builds for clinical trial visits and milestones.
• Experience with OnCore CTMS platforms is required.
• Strong organizational and communication skills; ability to manage multiple protocols and deadlines.

Responsibilities

• Create and configure protocol shells in OnCore for new and existing studies.
• Input study information into OnCore from study teams.
• Manage study calendar and budget build process within OnCore.
• Perform QC checks to ensure calendar and budget accuracy.
• Build study specifications directly in OnCore when needed.
• Serve as liaison between study teams and external vendors.
• Submit protocol build requests to vendors and respond to queries.
• Track protocol builds and maintain audit-ready documentation.
• Train staff as necessary.

Skills

OnCore CTMS

Protocol build

Calendar management

Data quality

Stakeholder liaison

Education

Bachelor's degree

Tools

OnCore CTMS

Job description

Purpose

Under the direction of the Senior OnCore Administrator, this technical position is responsible for coordinating the intake and initial setup of clinical research studies within the OnCore Clinical Trials Management System (CTMS). It plays a critical role in supporting clinical research operations by managing the protocol build process. This position serves as a liaison between study teams and external vendors, ensuring timely and accurate setup of protocol shells, study calendars, and budgets. The specialist is responsible for initiating builds, maintaining task lists, implementing quality control processes to ensure data integrity and compliance, and training staff.

Please note that this position is in-office three days per week.

Must be legally authorized to work in the United States, without requiring, now or in the future, sponsorship for employment visa status. UPMC does not offer any type of sponsorship (H-1B, permanent residence, etc.) UPMC does not participate in STEM OPT.

Responsibilities

• Create and configure protocol shells in OnCore for new and existing studies
• Input study information received from study teams into OnCore
• Manage the study calendar and budget build process within OnCore
• Implement quality control (QC) checks to ensure accuracy of calendar and budget details
• Build study specifications directly in OnCore when applicable
• Act as the primary liaison between study teams and external vendors
• Submit protocol build requests to vendors and respond to vendor queries in a timely manner
• Follow up with study teams as needed to gather missing information or clarify requirements
• Process New Study Start-Up Forms and Protocol Amendments
• Maintain and update task lists to reflect current project status
• Track all protocol builds and maintain documentation for audit readiness
• Train staff as necessary
• Perform additional duties as assigned in support of calendar build coordination
• Bachelor’s degree in a health-related, scientific, or technical field preferred
• Three years of related hands-on experience developing, maintaining, and validating OnCore calendar builds for clinical trial visits, procedures, and study milestones is required.
• Experience with OnCore CTMS platforms is required.
• Demonstrated ability to work independently and manage multiple protocols and deadlines simultaneously.
• Strong organizational and communication skills
• Ability to manage multiple projects and deadlines
• Detail-oriented with a focus on data accuracy and quality assurance
• Comfortable working independently and collaboratively across teams

Licensure, Certifications, and Clearances

• Act 34

UPMC is an Equal Opportunity Employer/Disability/Veteran