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Research & Development

Innovation in Practice

With a staff of approximately 600, an annual budget of more than $100 million, and hundreds of projects under way at any given time, our research program is one of the largest and most respected in the industry.

Administrative Research Coordinator

Location: Seattle, WA Job Number: 713178 Date posted: 07/10/2018
Description: Independently provides highly advanced administrative support to KPWHRI Directors, faculty and/or complex research programs. Serves as the central contact with other departments and external collaborators in the initiation and resolution of administrative matters concerning the program(s). Leads the program teams to effectively coordinate administrative activities and program tasks. May provide supervision of other research administrative staff with hire, fire, training and performance management responsibility. Produces expected deliverables and communicates with KPWHRI Directors or program leaders regarding status of tasks and deliverables. Provides leadership and direction to staff performing diverse administrative functions and may provide backup support to the Research Admin Manager in their absence.


Essential Responsibilities:
  • Independently provides highly advanced administrative support to KPWHRI Directors, faculty and/or complex research programs.

  • Conducts project planning related to administrative function, developing goals and objectives for planned work.

  • Assists in the development of strategies and approaches to accomplish the work.

  • Creates and updates work plans and timelines for administrative projects.

  • Assists in implementing new work procedures and operations within a research environment.

  • Utilizes advanced critical thinking skills to identify appropriate resources needed, develop schedules and ensure timely completion of tasks.

  • Coordinates collaboration involving internal leaders and external stakeholders.

  • Tracks complex threads of communication among multiple stakeholders.

  • Designs processes for new administrative projects and learns specialized software as needed.

  • Ensures program requirements or processes are properly documented.

  • Assists faculty with the most complex grant applications.

  • Proactively analyzes administrative process and outcome data to define problems and identify development opportunities or new projects for the program.

  • Develops recommendations on how to successfully execute program administrative activities/projects.

  • Anticipates problem areas and plans for contingencies.

  • Independently resolves critical administrative issues based on business knowledge using general guidelines and research techniques.

  • Keeps stakeholders appraised of progress.

  • Analyzes administrative project outcomes.

  • Functions as a liaison with counterparts in the Enterprise and with external collaborators to accomplish the goals of the program. Liaison activities could include:

  • Anticipating cross functional needs.

  • Developing complex communications with senior executives.

  • Facilitating agendas, trips, and other logistics the specific program area requires.

  • Utilizing excellent written and verbal communication skills to convey full picture of project as well as specific details as appropriate for context.

  • Utilizing knowledge of scope of job to make independent decisions, while also knowing when consultation is needed.

  • Provides unit support, ensuring seamless coverage of administrative needs, assisting to project future needs and strategically applying knowledge/expertise.
  • May supervise and train more junior members of the Research Administration team.
  • May provide backup support to the Research Admin Manager in his/her absence.
  • May provide input in direction setting and strategic goals for unit and support staff.
  • Works cross functionally and applies lessons learned strategically to the unit.


    ** LOOKING FOR A PERSON WITH HIGHLY ADVANCED ADMINISTRATIVE EXPERIENCE WHO CAN PROACTIVELY AND INDEPENDENTLY MANAGE THE NEEDS OF COMPLEX RESEARCH PROGRAMS AND WHO HAS THE ABILITY 1) TO TRACK COMPLEX THREADS OF COMMUNICATION AMONG MULTIPLE PROJECTS WITH OVERLAPPING TEAMS AND STAKEHOLDERS AND THE SOPHISTICATED COMMUNICATION SKILLS (READING, WRITING AND VERBAL) TO REPLY TO THOSE THREADS, 2) TO DEVELOP EFFICIENT SYSTEMS TO PROVIDE RELIABLE, AND FLEXIBLE ASSISTANCE THAT INVOLVES THE ABILITY TO WORK AND PROBLEM SOLVE INDEPENDENTLY. THE REQUIRED SKILLS FOR THIS POSITION INCLUDE EFFICIENCY AND RELIABILITY, EXCELLENT JUDGEMENT, AND HIGH MOTIVATION TO SERVE THE LEADERSHIP OF A TEAM DOING CUTTING EDGE PRAGMATIC TRIALS AND IMPLEMENTATION RESEARCH ON ADDICTIONS. PLEASE COMPLETE THE ONLINE APPLICATION AND UPLOAD A RESUME AND COVER LETTER.


  • Basic Qualifications:
    Experience
  • Minimum six (6) years of experience with administrative support, including four (4) years in a health care or sponsored research environment, with progressively increasing responsibilities.
    Education
  • Associate's degree OR two (2) years of directly related experience.
  • High School Diploma or General Education Development (GED) required.
    License, Certification, Registration
  • N/A


    Additional Requirements:
  • All skills of a Research Support Specialist III position.

  • Ability to assist with analytical tasks and to prepare reports.

  • Strong communication, interpersonal, and written skills, with ability to relate to diverse multi-disciplinary teams.

  • Strong organizational skills.

  • Work experience that includes managing a complex workload with some project management.



    Preferred Qualifications:
  • Eight (8) years of experience with executive level administrative support in a research/scientific environment with direct or matrixed supervision.

  • Bachelor's degree

    Primary Location: Washington,Seattle,Met Park East 1730 Minor 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: KPWHRI 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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