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Director Grants Administration

Location Seattle, Washington Job Number 1040860 Date posted 03/10/2022

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Serve your community and the nation by leading the Grants and Contracts Administration Business Unit of the Kaiser Permanente Washington Health Research Institute, a public interest organization embedded in one of the nation’s premiere integrated health systems. This Washington State-based position will collaborate with leading health scientists and administrative personnel to provide administrative management and direction for research that aims to improve the health, well-being, and health equity for our Kaiser Permanente members and all communities through collaborative research and evaluation. We’re looking for a dedicated and innovative leader who is excited to join a workforce that values diversity and working with people from a broad range of backgrounds. Essential responsibilities include strong management and leadership, communication and collaboration, regulatory compliance, and developing efficient systems

Accountable for managing, directing and leading the Pre-Award & Post-Award Grant Administration units of KPWHRI Oversees and directs Pre- Award development, Post-Award financial management and related regulatory research compliance as applies to administering of funded awards from federal, state, and other funding agencies, foundations and industries. Accountable for the day-to-day direction and management of staff to assure units are managed within budget, and staff expertise and customer service goals are developed. Informs, interprets and/or seeks legal expertise as appropriate regarding changes in federal, state, local regulations and organizational policies.  Serves as a liaison with the Kaisers national research office, federal agencies and other Kaiser research centers.  Facilitates collaboration with other units of the Financial Research Administration (FRA) department, within the institute and other Kaiser regional research centers.

Essential Responsibilities:

  • Leadership & Direction: Provides leadership, operational and strategic direction for Pre-Award & Post-Award Grant Administration. Develops departmental goals and operational plans that are aligned with KPWA and KPWHRI missions and business goals. Integrates operations of these functional areas/units with the overall mission and scientific agenda of KPWHRI. Participates in leadership teams, setting strategic direction, developing and implementing policies to facilitate research and financial compliance, and engaging in problem solving and decision-making for Institute-wide issues. May lead or serve on standing committees or ad hoc work groups in support of key goals, improvement or regulatory initiatives. Participates in annual strategic and operational planning, design and deployment of initiatives at KPWHRI. Supports the Institute's mission & promotes KP values, fosters effective communication, problem solving, identifies issues and makes solution-based recommendations.

  • Regulatory Compliance: Monitors and assures grant proposals are submitted and awarded grants are compliant and consistent with all applicable federal, state, local regulations, KFRI and KPWA policies and procedures. Develops and implements policies, procedures, and guidance for the Pre-Award & Post-Award Grant Administration teams. Monitors compliance of those policies that are owned by the unit. In collaboration with KPWHRI Research Operations & Business Systems unit the Post-Award team assures all post-award activities are managed according to all applicable regulations, deadlines and contractual clauses. Coordinates with KFRI and or KPWA Financial Services as necessary for completion of requested audits.

  • Administration & Management: Provides management oversight of grant administration staff. Responsible for the day to day management and supervision of staff, and budget management oversight. Develops effective teambuilding within the Grant Administration units and across the FRA department. Creates collaborative and highly effective teams. Assures all faculty and staff remain current in the knowledge of relevant federal and state regulations that govern grants. Oversees the preparation of grant proposals and related agreements. Negotiates with collaborators and funders (e.g., NIH Officers, Contracting Officers). May approve and sign submissions, contracts, subcontracts and agreements on behalf of KPWHRI as an Institutional Authorized individual with signature authority. Ensure staff engage in financial audits.

  • Research Efficient Systems: Develops and promotes use of standard work. Applies Lean methods to improve or develop new processes in response to new regulations or the implementation of new systems. Monitors and evaluates system and process effectiveness; effects changes required for improvement. Develops and maintains an administrative structure and staffing to effectively address KPWHRI goals and objectives. Plans, provides and/or coordinates training and educational programs on KPWA, KFRI and KPWHRI policies, procedures and relevant Federal and State regulations to all Institute staff. Consults and collaborates with KPWHRI Leadership, investigators, managers and supervisors to identify training needs. Works cross-functionally to support process improvement initiatives and the development of management systems for performance and productivity monitoring.

  • Communication & Collaboration: Principal point of institutional contact for NIH and other sponsored research program officers. Maintains effective working relationships with key funding agency representatives. Maintains effective working relationships with personnel in other KPWA an KFRI departments, and with KPWHRI faculty, physicians and other related staff. Serves as a resource to research leaders, faculty and staff in the development of research proposals and management of grants.

Basic Qualifications:
  • Minimum seven (7) years of experience in each of the following: supervisory or management experience; progressive management and leadership experience in a health care, research or academic setting required.
  • Education
  • B.A./B.S. in a Humanities, Sciences, Engineering, Business or Accounting with emphasis in Business, Accounting, Management, Finance, Research Administration, or Health Care.
  • License, Certification, Registration
  • N/A

  • Additional Requirements:
  • Familiarity with sponsored programs.
  • Experience in general management & financial management.
  • Progressively responsible management/supervisory experience which has included two or more of the following in a research administration environment: Grant administration; effectively leading complex teams including: mentoring, coaching, providing performance management and development and administering organizational policies.
  • Experience in developing and deploying new processes or standard work and developing and deploying training programs.
  • Advanced leadership, business and operational planning, budget management, change management and organizational skills.
  • Ability to provide guidance and leadership to research administrative staff.
  • Ability to work effectively with investigators, administration and scientific staff.
  • Excellent communication (verbal and written), interpersonal and managerial skills.
  • Provide individual, team building and develop interpersonal skills.
  • Demonstrated ability to effectively supervise and train technical and research administrative staff.
  • Advanced ability to lead, guide and integrate strategic planning processes and organizational goal development.
  • Knowledge of applicable federal and state regulations and laws (e.g. employment, sponsored government research, applicable OMB uniform guidance and super circulars).
  • Strong analytical skills.
  • Skills in business process engineering, streamlining systems and operations, formulating policies and procedures, and developing and implementing new internal processes.

  • Preferred Qualifications:
    • Ten (10) years of experience in each of the following: supervisory or management experience; progressive management and leadership and supervision experience of sponsored research grant administration staff.
    • Experience managing sponsored research grants and awards.
    • Master's degree in a related Biomedical or Health Services, Business or related fields of Accounting, Health Care, Public Administration or Public Health
    • Demonstrated leadership and expertise in sponsored research administration, preferably in a not-for-profit health care, scientific, or academic research setting.
    • Proven outcomes in increasing engagement & productivity of staff and teams following Lean methodology.
    • Advanced ability to motivate, engage and empower staff to improve their work processes and build new capacity and capabilities following Lean methodology. Additionally, must demonstrate experience with leading change, promoting innovation, engaging others, development of self and others, a focus on customer service and delivering quality results on time.
    • Advanced policy and procedure development skills. Working knowledge of OMB Uniform Guidance and Super Circulars and applicable grants policy statements. Familiarity with KFHPW Systems and knowledge of KP policies and procedures.
    • Excellent analytical skills, and the ability to implement and or oversee training for research administrative and analytical staff who support institute-wide systems.
    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: Director/Senior Director Department: Met Park East - Rsrch -Bid & Proposal Effrts - 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.