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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 Administrator II

Location: Seattle, WA Additional Locations:
Job Number: 867255 Date posted: 03/07/2020
Description:

1) STRICT ATTENTION TO DETAIL.  2) ABLE TO TAKE DIRECTION FROM MULTIPLE SOURCES.  3)  ABLE TO MULTI-TASK WITHOUT ERRORS.  4) FAMILIARITY WITH GRANT APPLICATION PROCESS FOR NIH AND OTHER FUNDERS.  5) MUST WORK WELL WITH OTHERS UNDER TIGHT DEADLINES AND PRESSURE.


The Pre-Award Research Administrator II (RA-II) is a member of Financial Research Administration (FRA) 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 RAII interprets funder application procedures, requirements and regulations and advises research faculty and support staff on the implications to the application. Develops timelines for the application process. Develops budgets and budget justifications according to the funder requirements and institutional policies. Serves as subject matter expert to over 60 scientific faculty. Prepares Research Performance Progress Reports (RPPR)s for funded projects. Prepares documents, including reports  of faculty Other Support for RPPRs and Just-In-Time requests. Prepares annual and final progress reports; continuation applications, prior approval and carryforward requests and other requests as needed. Provides analytical problem solving to resolve issues on newly funded and ongoing projects. 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:
Proposals and Pre-Award Management:
  • Leads application/proposal preparation process and submission activities to ensure all deadlines, requirements and approvals are met.
  • Counsels project scientific faculty and project teams on agency policies and regulatory issues.
  • Develops and maintains 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 we are a subawardee.
  • Communicates requirements and deadlines to subawardee grant staff.
  • Uses appropriate information and resources and solicits diverse input from others to make informed decisions.
  • Tracks progress of subawardee budgets and documentation to ensure timely receipt of materials
  • Identifies and resolves potential conflicts between funder and institutional policies and regulations.
  • Provides Quality Assurance reviews of budget and justification documents for other team member's projects to ensure accuracy.
  • Responds 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.
  • Reviews incoming Notices of Award for accuracy and special terms and conditions.
  • Reviews incoming subaward agreements for accuracy and special terms and conditions.
  • Provides leadership and mentorship to RA-I's.  
  • Provide ongoing support, tracking and review of complex projects in collaboration with appropriate team members
  • 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.
  • Communication and Leadership Activities:
  • Train and mentor fellow research administrators and other research staff in grant and contract proposal and budget development.
  • 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.
  • Actively monitor funders for new policies or procedures and advise study teams on changes or impacts to ongoing projects.
  • Mentors RA-Is and newly hired RA-IIs on internal policies, procedures and processes.
  • Participates in new hire candidate interviews and provide feedback to the team and team manager.
  • Participate in Open Session interviews of senior leadership to ensure Pre-Award concerns are represented.
  • Acts with integrity and consistently delivers as promised.
  • Shares knowledge and feedback, contributing to the learning of others.
  • Helps others to achieve shared objectives and works with others to provide the best of KP to customers and stakeholders.
  • Consistently provides equitable, superior and culturally appropriate service to each other, the Institute and KP members and stakeholders.
  • Serve as an active member of KPWHRI, FRA, and Grants and Contracts Administration (GCA) by participating in various workgroups and committees.
  • Continuous Improvement Activities:
  • Commits to and achieves sustained, effective change by seeking out diverse perspectives.
  • Participate 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.
  • Basic Qualifications:
    Experience
  • Minimum two (2) years of experience in pre-award and/or post-award grant/contract work in a research environment or related field with relevant experience.
  • Education
  • Bachelor's degree OR a minimum four (4) years of directly related experience.
  • High School Diploma OR General Education Development (GED) required.
  • License, Certification, Registration
  • N/A

  • Additional Requirements:
  • Ability to develop complex spreadsheets.
  • Ability to analyze and synthesize data from various sources.
  • Knowledge of federal and non-federal policy and regulatory issues related to grant/contract funded work.
  • Ability to problem-solve; strong attention to detail and high degree of accuracy.
  • Ability to work as part of a team as well as independently.
  • Must have excellent proofreading skills.
  • Must have knowledge and skills in Microsoft Office - especially Excel, Word; and Adobe Acrobat.

  • 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.
  • 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, Tue, Wed, Thu, Fri, Working Hours Start: 7:00 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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