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Senior Coordinator Research Administration

Location Seattle, Washington Job Number 1062929 Date posted 04/16/2022
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Description:
Looking for a highly skilled individual to proactively and independently manage the administrative needs of overlapping teams. Expected to: 1) track complex threads of communication among multiple projects with overlapping teams and stakeholders, 2) communicate to teams with clarity and professionalism, and 3) problem-solve independently and develop efficient systems to provide flexible, reliable support. 




Independently provides administrative and programmatic support to KPWHRI scientific divisions, operational units or complex research programs, requiring expert knowledge of administrative practices and procedures. Exercises independent judgement and discretion in defining administrative needs and developing solutions for complex administrative or programmatic issues affecting the division or unit. Independently represents the division, unit or program as the primary contact on projects and handles communication with a wide range of internal and external stakeholders.  Independently addresses urgent and confidential matters with discretion and judgment.


Accountable for complex administrative projects with minimal direction and supervision, relying on extensive knowledge of specific team and broader KP objectives.





Essential Responsibilities:



  • Independently supports the unit, division, or program by performing all administrative duties, including planning and executing complex administrative projects, developing administrative and analytic tasks to support oversight of the budget, supporting meetings and events, and developing and maintaining standard operating procedures to support complex and confidential administrative activities.

  • Develops recommendations on how to successfully execute administrative processes and projects.

  • Creates and maintains work plans and timelines for administrative projects. Tracks administrative work through all stages of a process and confirms final resolution.

  • Monitors and prepares financial and operational reports, reconciles and provides ongoing monthly reports. Proactively investigates any anomalies or data questions. Completes other data analysis project as assigned.

  • Serves as an active member of the team on operational topics and takes leading role in implementation of those administrative decisions.

  • Creates/maintains operational documentation.

  • Champions key technical/operational needs to team.

  • Explores resources within KP systems and beyond for creative problem solving. Learns new technology/software and expands use of current technology and resources to support unit, division or program goals.

  • Continuously identifies/implements process improvements to enhance team functioning.

  • Communicates on behalf of the team with KP and external collaborators using clear, effective and audience appropriate approaches to accomplish the goals of the program.

  • Moves work forward based on decisions made and uses own judgement based on extensive knowledge of relationships and priorities of the team.

  • Takes responsibility for maintaining good customer and stakeholder relationships.

  • Uses communication skills to accomplish tasks requiring tact and confidentiality on behalf of team.

  • Oversees meeting and event planning and support including scheduling, agenda setting, meeting notes, tech support and on-site logistics coordination to operationalize the vision of leadership.

  • Responsible for sharing knowledge of how to operationalize updates and new processes with research admin coordinator colleagues.

  • May provide ad hoc project management to leaders. May participate directly in research projects.

  • May provide mentorship or matrixed supervision to others on team.


Basic Qualifications:

 


Experience



  • Minimum eight (8) years of administrative experience in health care, research, or academia, at the executive or department level.

     



Education



  • High School Diploma or General Education Development (GED) required.

     



License, Certification, Registration



  • N/A

     



Additional Requirements:



  • Work experience that includes managing a complex workload with increasing responsibilities and leadership.

  • Ability to assist with analytical tasks and to prepare reports.

  • Strong organizational, data analysis and project management skills.

  • Ability to work independently.

  • Highly proficient in all Microsoft Office products and other standard business programs (such as Adobe) and virtual collaboration platforms.

  • Advanced independent judgment and excellent interpersonal communication skills using diplomacy and tact, acting confidentially when needed.

  • Advanced in knowledge of best practices and tools to support work across diverse customer requirements and communication mechanisms.

  • Intermediate experience with financial platforms and accounting principles.

  • Advanced initiative and analytical ability to research and prepare reports using a variety of software and spreadsheet applications.

     



Preferred Qualifications:



  • Ten (10) years of experience with executive level administrative support in a research/scientific/academic environment.

  • Associates degree.


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 - Research Administration - 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.