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Kaiser Permanente Careers

Research & Development

Innovation in Practice

Operating one of the industry’s largest and most respected research programs, Kaiser Permanente employs nearly 1,800 research experts at 9 specialized centers across the country. With a research budget of $221 million and more than 2,500 studies and clinical trials underway at any given time, this is a place where you can have a profound impact on the future of health.

Research Administrative Coordinator III/IV

Location: Pasadena, CA Additional Locations:
Job Number: 761375 Date posted: 01/11/2019
Description:

Performs as a generalist, a variety of professional and advanced administrative support services with limited supervision for department, divisions, and their clients. The duties of this job includes, but is not limited to, dealing with complex and confidential departmental information and performing a variation of semi-routine analysis and developing reports, graphs and spreadsheets. This position is expected to maintain and operate databases and automated systems. Receives no instruction on routine work, general instructions on new projects. Under general guidance, coordinates the day-to-day operational tasks of departmental staff; ensures that the support staff assignments of the department are organized, timely and efficient. This position will provide guidance and implement department processes in accordance with established policies and procedures. Must have capability to deal with sensitive departmental and organizational matters, while working independently and relieving manager of routine administrative detail.



Essential Responsibilities:

  • Coordinates and performs semi-routine data analysis, editing, and formatting to produce regular status reports, graphs, spreadsheets and presentation material.

  • Helps maintain and operates administrative databases and automated systems.

  • May coordinate and oversee the functions and activities of support staff to ensure tasks are completed in an efficient and timely manner.

  • Contributes to and supports department projects.

  • Responsible for coordination of recruitment postings and timekeeping for department.

  • Provides support for management in regards to leave management requests, and processing of new hires, transfers, and terminations.

  • Provides support and creation of presentations, such as posters, PowerPoints and graphics services, for the department.

  • Develops and produces standard and ad-hoc reports ensuring data accuracy and formatting.

  • May assist and execute analysis with limited supervision.

  • May assist with development to track best practices/lessons learned in order to assure these are leveraged into comparable future projects.

  • Prepares expenditure documents and Authorized Travel Requests based on material received/collected regarding travel. Assists with travel arrangements using latest tools and techniques and in alignment with Kaiser Permanente and Departmental Policy and Procedures.

  • Processes purchase orders and invoice requests; reconciles invoices and resolves discrepancies.

  • Reconciles corporate card statements, out-of pocket expenses and mileage reimbursements using OneLink Expense System.

  • May assist in the tracking of department budget, makes recommendations based on data collected toward payroll and non-payroll and other related budgetary requirements.

  • Orders office supplies and arranges for equipment repair.

  • Organizes and maintains confidential department files and records.

  • Maintains specialized project reference files used by management and staff.

  • Researches issues and attaches supporting documentation to assist manager and/or refers mail to appropriate staff member.

  • Handles complaints from staff and vendors, referring the complaint to appropriate staff and/or may assist with recommending action to resolve the issue.

  • Takes care of matters that do not require the management's attention and that fall within department practices, protocols and established policy.

  • Maintains manager's calendar & serves as focal point for scheduling and coordinating manager's time.

  • Orchestrates and organizes project meetings, schedules and materials such as agendas, timelines, reports and presentations. Provides support to group meetings including maintaining minutes and conducting meeting follow-up. Identifies required action and due dates.

  • Schedules meetings & makes commitments of manager's time based on personal knowledge of manager's workload and current issues of importance.

  • Assists with contacting administrative support services to arrange for coverage and schedule changes.

  • Basic Qualifications:

    Experience

  • Minimum two (2) years of related experience in business administration and administrative analysis in a large/complex organizational environment.

  • Minimum two (2) years of experience in project management activities.

  • Education

  • Bachelor's degree in business administration, economics, finance, accounting, operations, public health administration, computer science or other related field OR four (4) years of experience in a directly related field.

  • High School Diploma or General Education Development (GED) required.

  • License, Certification, Registration

  • N/A


  • Additional Requirements:

  • Excellent customer service, oral written communication skills as well as exceptional organizational skills required.

  • Proficiency in use of computer word processing, spreadsheet and database programs required.

  • Ability to work with Investigators/Physicians at all levels in problem solving situations.

  • Experience in coordinating and providing support to medium or large complex projects.

  • Ability to work independently, use time management skills, exercise discretion and sound judgment.

  • Accuracy, productivity, dependability and good attendance record a must.

  • Must be resourceful and exercise good judgment in handling/releasing confidential/sensitive information.

  • Must be able to work in a Labor/Management Partnership environment.


  • Preferred Qualifications:

  • Experience in research environment.


  • Project management/coordination experience.

  • Previous experience with background in lead responsibilities and ability to organize, prioritize and report work of others.

  • Ability to coordinate and delegate work assignments for staff.

  •  


     



    Notes:

  • Position will provide administrative support to five Research Scientists and their project teams in the Department of Research and Evaluation's Division of Epidemiologic Research.
  • Primary Location: California,Pasadena,S. Los Robles Administration 100 S. Los Robles Ave Scheduled Weekly Hours: 40 Shift: Day Workdays: Mon, Tue, Wed, Thu, Fri Working Hours Start: 8:30 AM Working Hours End: 5:00 PM Job Schedule: Full-time Job Type: Standard Employee Status: Regular Employee Group/Union Affiliation: Non-Union, Non-Exempt Job Level: Individual Contributor Job Category: Research and Development Department: Research and Evaluation Travel: No Kaiser Permanente is an equal opportunity employer committed to a diverse and inclusive workforce. Applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), age, sexual orientation, national origin, marital status, parental status, ancestry, disability, gender identity, veteran status, genetic information, other distinguishing characteristics of diversity and inclusion, or any other protected status.

    External hires must pass a background check/drug screen. Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with federal and state laws, as well as applicable local ordinances, including but not limited to the San Francisco and Los Angeles Fair Chance Ordinances.

    About Research & Development Careers

    Careers in Research & Development

    Recognized worldwide for their scientific expertise, our researchers collect data on topics including cardiovascular disease, diabetes, mental health, and drug safety — just to name a few.

    In addition to studies centered at these facilities, our physicians and researchers conduct clinical trials of new drugs, medical devices, and other therapies through several organized centers and independently at single sites. Put together, Kaiser Permanente's research centers and scientists comprise one of the largest and most comprehensive nonacademic research programs in the United States.

    As a member of this team, you'll engage in meaningful work that has the power to affect outcomes and improve global health. Focused on areas like public-sector health services, epidemiology, and behavioral and clinical research, the work you do will ultimately allow us to improve the cost effectiveness and quality of the care we deliver — all while saving lives.

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