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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.

Senior Contract Grants Administrative - Kaiser Permanente School of Medicine

Location: Pasadena, CA Additional Locations:
Job Number: 776822 Date posted: 03/12/2019

By joining the team that is designing and implementing the Kaiser Permanente 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. This position will be working as a part of an extremely dynamic team of professionals supporting all aspects of the School of Medicine and the creation of the infrastructure, process, and procedures for the Kaiser Permanente School of Medicine. The 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 environment.

The Kaiser Permanente School of Medicine will offer more than a conventional medical education. It will provide students with the unique opportunity to be taught by the physicians of Kaiser Permanente and immersed in one the nation-s highest-performing health care organizations. Students will gain critical knowledge and real-world experience and benefit from unprecedented access to Kaiser Permanente's people, data and technology. This unparalleled approach, plus our deep commitment to resilience, well-being, and inclusion will create a culture where physicians are better prepared to face the health challenges of the future, while helping the nation-s diverse communities thrive. Learn more about the Kaiser Permanente School of Medicine at

This position reports to the Research Administrative Manager and he/she will be responsible for managing the administrative and accounting aspects for a portion of all the contracts and grants managed through Kaiser Permanente School of Medicine(KPSOM). This position is responsible for pre and post-award administrative and accounting tasks related to the general management of research projects and funds for KPSOM.

Essential Responsibilities:

  • Develops, reviews and processes funding applications (federal and non-federal) for KPSOM, including submission to federal agencies, various universities, pharmaceutical companies, and foundations.

  • Prepares applications for funding for all research projects throughout KPSOM to ensure budget accuracy, completeness.

  • Supports research Principal Investigators for KPSOM in all research administrative endeavors and works as a liaison with Kaiser Permanente Southern California Research & Evaluation's (KPSCAL R&E) Central Business Office.

  • Participates and supports grants system implementation and user testing. Serves as SOM representative for all system implementation requirements and testing.

  • Post-award activities include; reviews of monthly invoices, summary financial reports, and other reports required by funding agencies according to sponsor requirements.

  • Monitors research accounts to prevent over expenditure. Reviews account balances and takes necessary actions to correct any issues.

  • Responds to requests for information, provides consulting assistance and interacts regularly with physicians, investigators, research staff and KPSCAL R&E CBO.

  • Maintains a strong working relationship with Southern California general accounting, and other regional departments and other region's research staffs.

  • Assists with the development of tools and processes in support of effective and consistent application of internal policies and compliance with external sponsor guidelines, rules and regulations.

  • Assists with designing and developing effective grants management training documentation.

  • Assists with the development of internal controls, policies and procedures to ensure compliance with audit requirements.

  • Assists in the development and implementation of quarterly effort reporting processes and procedures.

  • Develops best practices/standard operating procedures for pre-award activities

  • Responsible for monthly production of the research department ad hoc management requests and reports.

  • Provide deficit reports and monitors resolutions.

  • Manages effort reporting and quarterly certifications directly with PI and/or study teams.

  • Tracks and monitors subrecipients including invoices and payments.

  • Uses the department software application to monitor department wide research accounts

  • Provides input to the development of departmental policies and procedures.

  • Provides interpretation of funding agency regulations and procedures

  • Conducts in-service training seminars to PIs and staff

  • Participates in development of new processes, policies or standard operating procedures

  • Ensures compliance with state and federal laws, accreditation, professional and regulatory agency standards

  • Basic Qualifications:


  • Minimum nine (9) years of experience in research administration

  • Education

  • Bachelor's degree.

  • License, Certification, Registration

  • N/A

  • Additional Requirements:

  • Expertise knowledge and understanding of federal grants application processes and systems

  • Knowledge of principles of accounting and contract administration/law.

  • Excellent consulting and analytical skills.

  • Ability to work independently and in team using excellent collaboration skills and exercise mature judgment.

  • Excellent communication skills (oral and written).

  • Proficient in general computer skills, including word processing and spreadsheet software.

  • Must be able to keep abreast of changing compliance regulations, including federal laws

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

  • Preferred Qualifications:

  • Six (6) years of working experience in the field preferred.

  • Federal and non-federal grant, contract and subcontract administration experience preferred.

  • Office of Management and Budget regulations and compliance experience preferred.

  • Master's degree preferred.

  • Clinical Research Associate (CRA) certification preferred.

  • Understanding of multiple research administrative processes, including those affecting federal, state, pharmaceutical (clinical trial).
  • 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: Individual Contributor Job Category: Research and Development Department: Kaiser Permanente School of Medicine 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.

    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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