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Pre-Award Research Administrator III

Primary Location Seattle, Washington Job Number 1082731 Date posted 07/05/2022
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The Pre-Award Research Administrator III (RA-III) 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 RA-III 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 and the Pre-Award team. 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. The RA-III will assume a leadership role within the Pre-Award group and sustaining team through direct mentorship of RA-Is and RA-IIs.  

Essential Responsibilities:
Proposals and Pre-Award Management:
  • Leads 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.
  • 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.
  • Uses appropriate information and resources and solicits diverse input from other to make informed decisions.
  • Communicates requirements and deadlines to subawardee grant staff.
  • 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.
  • Provide ongoing support, tracking and review of complex projects in collaboration with appropriate team members
  • Provides leadership and mentorship to RA-Is and RA-IIs on complex proposals.
  • Conducts final Grants and Contracts (GCA) review of proposals to check for completeness, accuracy and compliance.
  • 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 guidance 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.
  • Acts with integrity and consistently delivers as promised.
  • Mentors RA-Is and 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.
  • 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 GCA by participating in various workgroups and committees.
  • Responsible for performance of the work of others on the sustaining team, while at the same time participating in the work itself
  • Implements manager initiatives, oversees work to ensure satisfactory results in an expeditious manner
  • Makes recommendations as to what to do when situations arise that have no precedent or standard method for performing the work.
  • Exercises discretion and independent judgment in setting priorities, determining methods, and troubleshooting issues for other team members.
  • Facilitates development opportunities for RA-I/RA-II team members.
  • Develops training materials for RA-I/RA-II team members.
  • 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:
  • Minimum five (5) 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.
  • 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 Scheduled Weekly Hours: 40 Shift: Day Workdays: Mon, Tue, Wed, Thu, Fri Working Hours Start: 08:00 AM Working Hours End: 04:30 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.