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Coordinator Research Administration

Location Seattle, Washington Job Number 1062926 Date posted 04/27/2022
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Description:
Looking for a highly skilled individual to proactively and independently manage the administrative needs of overlapping teams. Expected to: 1) track complex threads of communication among multiple projects with overlapping teams and stakeholders, 2) communicate to teams with clarity and professionalism, and 3) problem-solve independently and develop efficient systems to provide flexible, reliable support. 




This position represents 2 openings




Independently provides administrative and programmatic support to KPWHRI scientific divisions, operational units or complex research programs, requiring advanced knowledge of administrative practices and procedures. Exercises independent judgement and discretion in resolving and developing solutions for moderately complex administrative or programmatic issues affecting the division or unit. Serves as the primary contact with other KP departments and external collaborators in the initiation and resolution of administrative matters. Understand needs and workings of the team to develop administrative processes to seamlessly meet needs of multiple stakeholders. Accountable for moderately complex administrative projects with oversight by team, unit or manager.




Essential Responsibilities:



  • Independently supports the unit, division, or program by performing routine administrative duties, including submitting standard requisitions and financial paperwork, executing administrative projects, performing administrative and analytic tasks to support oversight of the budget, supporting meetings and events, developing and maintaining standard operating procedures to support administrative activities, such as annual review or funder reporting processes.

  • Implements established administrative processes efficiently. Takes responsibility to troubleshoot issues and updates processes as necessary.

  • With guidance, creates and, once established, owns work plans and timelines for administrative projects. Tracks administrative work through all stages of a process and confirms final resolution.

  • Proposes process improvements.

  • Monitors and prepares routine financial and operational reports, reconciles and provides ongoing monthly reports. Completes other data analysis project as assigned.

  • Maintains operational documentation.  

  • Maintains knowledge of specialized technology/software to support the unit, division or program.

  • Understands goals of the team and able to proactively anticipate administrative needs in support of those goals.

  • Functions as a liaison with counterparts in KP and external collaborators. Communicates clearly and effectively  to accomplish the goals of the program.

  • Prioritizes requests that require leadership attention in a timely manner.

  • Exercises discretion and tact.

  • Provides meeting support including scheduling, agenda setting, meeting notes, tech support and on-site logistics coordination.

  • Supports special projects, workgroups, hiring committees and special events as assigned. May provide back up administrative support and participate in direct research activities.  

  • Participates in unit activities and provides insights and best practices based on experience with most complex and confidential projects.


Basic Qualifications:

 


Experience



  • Minimum six (6) years of administrative experience in health care, research, or academia, at the executive or department level. Relevant paid intern experience may be considered towards the experience requirement.

     



Education



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

     



License, Certification, Registration



  • N/A

     



Additional Requirements:



  • Work experience that includes managing a complex workload with increasing responsibilities and leadership.

  • Experience in office management, project management, program/administrative coordinator, or executive assistant.

  • 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.

  • Intermediate proficiency in MS Office programs and other standard business programs (such as Adobe) and virtual collaboration platforms

  • Intermediate knowledge of best practices and tools to support work across diverse customer requirements and communication mechanisms.

  • Intermediate experience with financial platforms and accounting principles.

  • Intermediate initiative and analytical ability to research and prepare reports using a variety of software and spreadsheet applications.

     



Preferred Qualifications:



  • Eight (8) years of experience with executive level administrative in health care, research, or academia, at the executive or department level.

  • Associates degree.


Primary Location: Washington,Seattle,Met Park East Scheduled Weekly Hours: 40 Shift: Day Workdays: Mon, Tue, Wed, Thu, Fri Working Hours Start: 08:00 AM Working Hours End: 05:00 PM Job Schedule: Full-time Job Type: Standard Employee Status: Regular Employee Group/Union Affiliation: NUE-WA-04|NUE|Non Union Employee Job Level: Individual Contributor Department: Met Park East - Research Administration - 1130 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.