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Post Award Research Administrator II

Primary Location Seattle, Washington Job Number 1123508 Date posted 10/25/2022
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As a member of Finance Research Administration (FRA), this positionleads project teams through complex budgetary issues and provides sound financial and compliance guidance. Instructs and informs project teams on agency policies and regulatory issues and ensures compliance with applicable grant/contract and regulatory requirements from various entities. Identifies and resolves grant administration issues based on knowledge of laws, regulations, agency & institutional policies, and other requirements. Manages a portfolio of projects from various funders for multiple principle investigators and provides sound and consistent stewardship of funds. Reviews and provides comments on incoming agreements prior to contract team review. Facilitates the creation of subrecipient contracts with project and contract teams. Coordinates, as needed, with external partners on compliance issues. Works closely with the Post Award Research Administrator I on financial system setup and maintenance of portfolio projects. Reviews and approves incoming subrecipient invoices, internal travel and expense reports, and outgoing invoices to funding agencies. Coordinates and prepares documentation for audit requests. Maintains a working knowledge of federal regulatory standards and has the ability to reconcile internal policies with funder policies to determine allowability, allocability, applicability, and reasonableness. Develops and implements financial and compliance strategies to improve project operations. Performs other duties as assigned.

Essential Responsibilities:


  • Acts as the point of contact for all financial matters for internal and external stakeholders.

  • Monitors and approves internal and external expenditures to ensure timely, appropriate spending.

  • Coordinates with project team, billing, and grant staff to ensure grantor invoice and close-out requirements are upheld.

  • Evaluates budgets for correct calculations in collaboration with project managers.

  • Produces reports to manage accounts, forecasting, compliance, and for internal/external audits.

  • Facilitates ongoing meetings with each PI in the individual's portfolio to keep project teams apprised of changes in award subcontract and invoicing statuses, as well as helping project teams with resolutions to various compliance issues on project matters.

  • Gathers documentation necessary for the setup of projects so the Post Award Research Administrator I can enter them into the financial system.

  • Prepares, requests, reviews, and approves materials for contracts with external parties.

  • Reviews subrecipient expenditure and encumbrance reports to ensure billing occurs in a timely manner and unused funds are released from restriction.

  • Monitors a monthly milestone billing report and works with billing specialists to execute billing or with a Post Award Research Administrator I to provide updates to milestones.

  • Participates in department meetings on cost allocation and compliance issues.


  • Ensures adherence to internal, federal, or agency requirements and provides appropriate guidance to the project team.

  • Creates and maintains appropriate documentation, including audit materials.

  • Identifies budget variances and independently implements corrective measures when necessary.

  • Monitors and oversees compliance with prior approval requirements and standard expense approval.

  • Ensures the flow-down of award regulations to subawardees and ensures their compliance.

  • Problem-solves expense allocation issues and advises project teams on allowability of expenditures.

  • Researches complex issues and documents resolutions.

Communication and Leadership:

  • Trains and mentors project teams in grant and contract administration, cost allocation, and compliance issues.

  • Effectively communicates with study personnel, collaborating institutions, and other stakeholders, to proactively problem solve and strategize compliance concerns.

  • Continuously identifies and implements process improvements and best practices, and then shares them with KPWHRI staff and leaders.

  • Develops and maintains collaboration tools for internal and cross-departmental content and data sharing.

  • Plans and facilitates meetings and develops appropriate content for them.

  • Mentors other Research Administrators.

  • Participates in hiring interviews and provides feedback to the department manager on candidates' skill level.

  • Collaborates with Post Award Research Administrators on financial system project creation and maintenance.

  • Serves as an active member of KPWHRI and FRA by participating in various workgroups and committees.

Process Improvement and Strategic Business Initiatives:

  • Participates in team efforts on an ongoing basis to improve business processes using Kaiser Permanente's lean improvement methodology.

  • Adheres to standard work and manages a portfolio using established best practices.

  • Actively participates in Post-Award monthly management systems and dashboard data preparation and leads or assists other staff with making corrections or devising improvements.

Basic Qualifications:
  • Minimum two (2) years of related experience in a research environment.
  • Education
  • Bachelor's degree (preferably in accounting, finance, or business) OR a minimum of four (4) years of directly related experience.
  • High School Diploma OR General Education Development (GED) required.
  • License, Certification, Registration
  • N/A

  • Additional Requirements:
  • Excellent communication, interpersonal, and written skills with the ability to relate to diverse multidisciplinary teams and be to put complex financial and compliance issues into plain language.
  • Demonstrates customer-focused service skills.
  • Specific knowledge of federal and non-federal grant reporting requirements.
  • Ability to multi-task.
  • Ability to interpret competing and ever-changing regulatory standards.
  • Quick learner with ability to pick up on skills and adapt to new processes and translate them into real-world situations.
  • Skilled in the use of PC, including Word, Excel
  • Ability to work as part of a team as well as independently.
  • Ability to problem-solve.

  • Preferred Qualifications:
  • Experience working in regulatory-heavy environments and experience managing financial aspects of multiple projects simultaneously under strict and fast-moving deadlines.
  • Knowledge of NIH guidelines and regulations.
  • Fluent level of expertise in Excel, PeopleSoft, and reading Crystal Reports.
  • 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 - 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.