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Research Services Manager - Kaiser Permanente Bernard J. Tyson School of Medicine

Location: Pasadena, CA Additional Locations:
Job Number: 870893 Date posted: 03/04/2020

By joining the team
that is designing and implementing Kaiser Permanente Bernard J. Tyson School of
Medicine, you will have the opportunity of a lifetime to create a medical
school that will educate physicians for the 21st century and beyond and be a
catalyst for change in medical education. The School of Medicine team works
from an interdependent model of practice and we are looking for someone who
thrives in a highly challenging role within a high functioning team-based

The Kaiser
Permanente Bernard J. Tyson School of Medicine is devoted first and foremost to
offering an outstanding, forward-thinking medical education.  Its
curriculum is built on the three pillars of Biomedical Science, Clinical
Science, and Health Systems Science. Students will think broadly about the ways
care can be more effective for everyone and learn how to advocate for better
health in homes, school, workplaces, neighborhoods, and society at large. The
school will incorporate many of the most innovative and effective educational
practices available today and will give students the opportunity to learn from
the physicians and care teams in Kaiser Permanente-s integrated health care
system.  This approach will provide future physicians with the knowledge
and skills to play key roles in the transformation of healthcare in our nation
and help people from all backgrounds and settings thrive.
Learn more at

The Kaiser Permanente Bernard J. Tyson School of Medicine Research & Scholarship Services Manager is responsible for the effective operations and management of the support services team for the School of Medicine Office of Research and Scholarship. This position reports to the Senior Associate Dean for the Office of Research & Scholarship.

The Manager oversees the staff who are facilitating the research and scholarly projects for students and faculty consisting of varying complexity in different areas of health-related research. Students and faculty bear primary responsibility for conducting their own research and scholarship, but this team provides appropriate guidance and staff support to enable successful work to be undertaken. Ensures compliance with grant/contract and federal regulatory requirements. Guides the development of study materials and Institutional Review Board (IRB) applications.

Student progress on the required scholarly project is overseen by the Scholarly Project Oversight Committee (SPOC) consisting of faculty from each of the departments. The Manager is responsible for scheduling and facilitating the meetings of the SPOC, preparing materials for review, and ensuring that SPOC decisions about whether students have met required milestones for the project are entered into the School's tracking system.

The Manager is responsible for ensuring appropriate and equitable support for students and faculty, contributing to strategic planning and projections around resources, managing the research and scholarship support team, and providing the Senior Associate Dean with regular input on team operations.

Collaborates with the School of Medicine faculty and the Office of Research & Scholarship Leadership to enable faculty, and students to successfully conduct scholarly activities including research, quality improvement, medical education, and service-learning initiatives, while maintaining quality standards and timely deliverables during all phases of the project life cycle consisting of: scientific aims, research application development, project management, study design, data analysis and dissemination.  Identifies and resolves issues related to projects.  Ensures team member assigned to projects delivers expected support within scope, schedule, and budget.

Essential Responsibilities:
  • Supervision & Leadership: Leads and supervises the School of Medicine Office of Research & Scholarship Support Team including determining qualifications for support staff, hiring, maintaining and improving competence, assigning work, coaching, training (e.g., orientation, in-service and continuing education), evaluating performance, compensation and progressive discipline.
  • Builds and manages a team of highly skilled and efficient support staff, including project managers, data analysts and research associates that assures compliance with regulatory requirements.
  • Oversees the daily coordination of work assignments for support staff and other subordinate staff within the department.
  • Manages the work of the Scholarly Project Oversight Committee including ensuring reporting is completed in a timely manner.
  • Planning, Implementation & Quality Assurance: Oversees the team's program management, including infrastructure / framework to support faculty and student work.
  • Provides guidance to staff for establishing priorities that ensure workflow is controlled and meets the needs of the department.  
  • Plans/facilitates meetings that foster a team environment as well as develops content for and from these meetings (i.e., agendas / minutes).
  • Provides guidance on the development of study materials, recruitment procedures, data collection instruments and tracking systems.
  • Liaises across the School and other Kaiser Permanente entities, facilitating coordinated strategies to effectively implement research protocols, policies and procedures.
  • Problem-solves on barriers to completing projects, quality assurance, and resource allocation issues.
  • Continuously identifies/implements process improvements to enhance team performance.
  • Constructs/maintains virtual sites or collaboration tools for multi-site content and data sharing.
  • Creates/manages project communication platforms such as newsletters or websites.
  • Collaborates outside of the office by participating in the School workgroups and improvement initiatives as well as taking on ad hoc work.
  • Assists the Senior Associate Dean in strategic planning for the Department's research vision, mission and growth.
  • Mentoring / Teaching: Ensures access to appropriate coaching for students and faculty on best practices to execute scholarly work, including planning, project management, study design, data analyses and dissemination.
  • Demonstrates a student-centered mindset with an interest in guiding and inspiring the next generation of physicians.
  • Teaches students project management skills to achieve this goal.
  • Demonstrates excellent written and interpersonal communications skills, including flexibility, warmth and supportiveness with ability to relate to diverse, multidisciplinary teams of stakeholders:  research scientists, analysts, clinicians, as well as faculty, staff and students.
  • Effectively delivers both positive and constructive feedback.
  • Establishes effective and open relationships and maintain a safe and supportive environment.
  • Has experience with setting and meeting goals and developing action plans.
  • Analysis / Research Partnerships: Facilitates effective communication and collaboration with stakeholders:  senior leadership, librarian, statisticians, project managers, data analysts, which may include: collaborating on the development of plans for student and faculty study design and analysis; providing guidance or setting priorities for ongoing programming activities; participating in the review of analytic tables / results.
  • Directs and facilitates the development, preparation and timely submission of new research proposals.
  • Regulatory Compliance: Guides students and faculty in their preparation of IRB applications, modifications, and annual continuation reports.
  • In collaboration with the Chief Compliance Officer, ensures the School (including student and faculty scholarly activities) is in compliance with IRB and HIPAA regulations, including adherence to federal or other agency requirements.
  • Collaborates with KP Colorado IRB to ensure the School's research activities are being managed consistent with the Service Level Agreement.
  • Prepares and maintains Data Use Agreements and other data compliance documentation.
  • Collaborates with the School Extramural / Sponsored Research and KFRI to monitor subcontracts for compliance, and if needed, prepares and submits study progress.
  • Maintains comprehensive knowledge of federal and other agency grant and contract management policies to be able to serve as a resource for the School Extramural / Sponsored Research and team.
  • Basic Qualifications:
  • Minimum of eight (8) years of combined experience managing research operations, project management, including supervisory and fiscal responsibilities.
  • Education
  • Master's degree in a health sciences or health-related discipline requiring research.
  • License, Certification, Registration
  • N/A

  • Additional Requirements:
  • All minimum requirements including working knowledge of research design, methods and quantitative and qualitative skills, analysis with familiarity with basic statistical methods.
  • Demonstrated ability to implement research protocols, manage complex research studies.
  • Excellent organizational and project management skills, including designing and implementing new projects / programs, goal setting, monitoring execution and stakeholder management and ability to teach these skills to faculty, staff, and students.
  • Experience in assisting others and motivating them to create and meet goals and action plans.
  • Exceptional supervisory skills, including change management and conflict resolution.
  • Effective leadership skills, including critical thinking, sound judgment, as well as holding self and team members accountable.
  • Strong people skills and works well in a team as well as independently.
  • Ability to work in a fast-changing environment.
  • Commitment to equity, inclusion, and diversity.

  • Preferred Qualifications:
  • Preferred ten (10) years combined experience managing research operations, project management, including supervisory and fiscal responsibilities.
  • Project Management Professional (PMP) certification.
  • 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: 8:00 AM Working Hours End: 5:00 PM Job Schedule: Full-time Job Type: Standard Employee Status: Regular Employee Group/Union Affiliation: Salaried, Non-Union, Exempt Job Level: Manager with Direct Reports Job Category: Education / Training Department: Kaiser Permanente Bernard J. Tyson School of Med Travel: Yes, 5 % of the Time 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.

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    Our education and training teams dedicate their attention to the ongoing development of our many health and business professionals to improve the overall performance of the organization. Work includes identifying training needs, designing learning strategies, defining instructional courses, and harboring an ongoing commitment to leadership development, organizational effectiveness, and instructional management.

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