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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.

Pre Award Research Administrative Manager

Location: Seattle, WA Job Number: 895613 Date posted: 08/12/2020

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Description:

KAISER PERMANENTE WA HEALTH RESEARCH INSTITUTE, AN INTERNATIONALLY RECOGNIZED RESEARCH ORGANIZATION THAT CONDUCTS PRACTICAL EPIDEMIOLOGIC, HEALTH SERVICES, BEHAVIORAL, AND CLINICAL RESEARCH TO IMPROVE HEALTH AND HEALTH CARE LOCATED IN SEATTLE, WA SEEKS A NEW TEAM MEMBER TO JOIN THEIR GRANTS AND CONTRACTS DEPARTMENT WITH AN EXPERT LEVEL KNOWLEDGE OF FEDERAL REGULATIONS AS IT RELATES TO GRANT FUNDED WORK.

MANAGING OUR PRE-AWARD GRANT ADMINISTRATORS.

STRONG MANAGEMENT SKILLS LEADING PEOPLE, DEVELOPING BUDGETS, MENTORING, COACHING AND DEVELOPING/DEPLOYING TRAINING PLANS. 

ABILITY TO INTERPRET COMPLEX POLICY AND REGULATORY ISSUES.

ABILITY TO DEVELOP COMPLEX SPREADSHEETS, ANALYZE AND SYNTHESIZE THE DATA FOR USE IN GRANT PROPOSALS WITH GREAT ATTENTION TO DETAIL.

STRONG COMMUNICATION SKILLS WITH ALL LEVELS OF THE ORGANIZATION.

ABILITY TO WORK WITH CUSTOMERS FROM A BROAD RANGE OF BACKGROUNDS, EXCITEMENT TO JOIN A WORKFORCE THAT VALUES DIVERSITY.

The Pre-Award Manager is a member of Financial Research Administration (FRA) and Manager of the pre-award team, who collaborates with and provides guidance to teams of scientific faculty and research operations staff in the submission of grant and contract proposals to government agencies and private organizations for the Washington region. The Pre-Award Manager supervises and Mentors Research Administrator I, II and IIIs, assuring appropriate workloads and assignments according to skill and capacity. With the Director of Grants; Business Systems and Services, sets goals, strategic plan and vision as well as standards and measurements for highest performance of team. Interprets funder application procedures, requirements and regulations and advises research faculty and support staff on the implications to the application. Serves as an engaged member of Pre-Award and Financial Research Administration teams to promote continuous improvement of institutional procedures, policies and processes as well as personal development of other team members.
Essential Responsibilities:
Communication and Leadership Activities - Pre-Award:
  • Supervise Research Administrator I, II and IIIs in Pre-Award with hire, fire, & performance management responsibility.
  • Determine staffing needs & oversee delegation of work.
  • Prepare annual Performance & Development (P & D) plans; conduct staff reviews. Set standards & goals for team performance & provide reports to Director; Grants, Business Systems and Services
  • Train and mentor research administrators and other research staff in grant and contract proposal and budget development.
  • Researches development opportunities for RA-Is, RA-IIs and RA-IIIs.
  • Leads the development of training materials for RA-Is, RA-IIs and RA-IIIs.
  • Makes recommendations as to what to do when situations arise that have no precedent or standard method for performing the work. Actively monitor funders for new policies or procedures and advise study teams on changes or impacts to ongoing projects.
  • Mentors RA-Is, RA-IIs and RA-IIIs on internal policies, procedures and processes.
  • Conducts final GCA review of proposals to check for completeness, accuracy and compliance.
  • Provide leadership and communication with study personnel, post-award administration, finance and collaborating institutions, to proactively resolve issues or concerns during contracting, project start-up or once the project has become active.
  • Helps others to achieve shared objectives and works with others to provide the best of KP to customers and stakeholders.
  • Leads new hire candidate process.
  • Exercises discretion and independent judgment in setting priorities, determining methods, and troubleshooting issues for other team members.
  • Sets priorities for the pre-award team and creates vision for team strategies.
  • Facilitates team meetings.
  • Communication and Leadership Activities - GCA, FRA and the Institute:
  • Promotes best practices across GCA.
  • Facilitates effective communication with project personnel, collaborating institutions, & stakeholders.
  • Facilitates cross-departmental strategies by playing an active leadership role within FRA, Grants and Contracts Administration (GCA) & the institute.
  • Consistently provides equitable, superior and culturally appropriate service to each other, the Institute and KP members and stakeholders.
  • Participates in various workgroups, committees & process improvement initiatives.
  • Develops & documents policies & procedures.
  • Represent GCA to other Institute units & groups.
  • Participate in open session interviews of senior leadership to ensure Pre-Award concerns are represented.
  • Serve as an active member of KPWHRI, FRA, and GCA by participating in various workgroups and committees.
  • Collaborates with leadership in strategic and operational planning initiatives.
Continuous Improvement Activities:
  • Commits to and achieves sustained, effective change by seeking out diverse perspectives.
  • Participates in team efforts on an ongoing basis to improve business processes using Kaiser Permanente's lean improvement methodology.
  • Adhere to standard work practices and established norms.
  • Continuously evaluate standard practices for process improvement/streamlining opportunities.
  • Participate in Pre-Award, GCA and FRA continuous improvement meetings, activities and committees.
Proposals and Pre-Award Management:
  • Lead application/proposal preparation process and submission activities; including multi-site, multiple PI, and program project grants, and federal contract proposals, to ensure all deadlines, requirements and approvals are met.
  • Counsel project scientific faculty and project teams on agency policies and regulatory issues.
  • Develop and maintain accurate budget and budget justification documents that are in compliance with both funder and institutional polices, as well as any requirements by Prime applicants when KPWHRI is a subawardee.
  • Communicates requirements and deadlines to subawardee grant staff.
  • Track progress of subawardee budgets and documentation to ensure timely receipt of materials.
  • Identifies and resolves potential conflicts between funder and institutional policies and regulations.
  • Provide Quality Assurance reviews of budget and justification documents for other team member's projects to ensure accuracy.
  • Respond to Just-In-Time requests from funders with appropriate materials.
  • Develops accurate Other Support information and collects human subjects training certification.  
  •  Facilitates response to funder's request for reductions to budgets or changes in scope of work prior to award.
  • Review incoming Notices of Award for accuracy and special terms and conditions.
  • Review incoming subaward agreements for accuracy and special terms and conditions.
  • Provide ongoing support, tracking and review of complex projects in collaboration with appropriate team members.
  • Provide leadership and mentorship to RA-Is and RA-IIs, and RA-IIIs on complex proposals.
Project Continuation Activities:
  • Prepare Research Performance Progress Reports (RPPR)s for funded projects.
  • Develop future year budgets in collaboration with the research team to address any budget modifications or reductions.
  • Communicate with subawardees to coordinate and gather budgets, OS and other required documents.
  • Track receipt of documents, check for accuracy and ensure timelines are met.
  • Gather all required documentation and enter into eRA Commons.
  • Prepare Final RPPRs for completed projects.   
  • Respond to questions from faculty and project staff about deadlines, funder/sponsoring agency rules and regulations, allowable costs.
Basic Qualifications:
Experience
  • Minimum eight (8) years of experience in pre-award and/or post-award grant/contract work in a research environment or related field with relevant experience. 
  • Minimum three (3) years of experience supervising a team of professionals and setting and monitoring unit production goals.  
  • Education
  • Bachelor's degree OR a minimum four (4) years of directly related experience.
  • High School Diploma OR General Education Development (GED) is required.
  • License, Certification, Registration
  • N/A

  • Additional Requirements:
  • Ability to develop complex spreadsheets.
  • Ability to analyze and synthesize data from various sources.
  • Expert level knowledge of federal and non-federal policy and regulatory issues related to grant/contract funded work.
  • Strong attention to detail and high degree of accuracy.
  • Ability to work independently, as well as both leading and working as part of a team.
  • Must have excellent proofreading skills.
  • Must have knowledge and skills in Microsoft Office - especially Excel, Word; and Adobe Acrobat, extensive knowledge of National Institutes of Health (NIH) and other funding source's policies and procedures.
  • Ability to serve in a lead role and provide guidance to RA-I/RA-II and staff.
  • Ability to problem-solve complex grant/contract issues.
  • Able to interpret complex policy and regulatory issues.

  • Preferred Qualifications:
  • Experience working in a deadline-driven environment and developing project budgets.
  • Experience working within a highly regulated industry.
  • Experience managing multiple applications and/or proposals simultaneously.
  • Sets and maintains high standards of work produced by the team.
  • Interprets KP cascading goals to ensure alignment with GCA goals.
  • Knowledge of policies and procedures of research funding sources, especially National Institutes of Health; ability to provide trusted counsel to principal investigators and project teams on agency and regulatory issues.
  • Primary Location: Washington,Seattle,Met Park East 1730 Minor Ave. Scheduled Weekly Hours: 40 Shift: Day Workdays: Mon - Fri Working Hours Start: Variable Working Hours End: Variable Job Schedule: Full-time Job Type: Standard Employee Status: Regular Employee Group/Union Affiliation: Salaried, Non-Union, Exempt Job Level: Manager with Direct Reports Job Category: Research and Development Department: KPWHRI 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.

    Learn 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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