Specialist, Research Administration at Kaiser Permanente

Job Summary

Provides administrative support to assist the team in pre-award and/or post-award administration of research contracts and grants. Supports the maintenance of award systems, files, and accounts. Prepares and provides supporting accounting documentation (e.g., approvals, proofs of purchase, exceptions) and entries to support month- and/or year-end close, and/or audit-related processes. Assists the project team in the routing of incoming and outgoing agreements and other documents, with guidance.

Essential Responsibilities

• Works with others within work team to obtain and share basic information. Listens and addresses performance feedback; provides feedback to team members. Learns new relevant knowledge and skills; acknowledges strengths and weaknesses based on career goals and takes action to leverage / improve them. Adapts to change, challenges, and feedback with moderate guidance. Responds to the needs of others to support completion of routine work tasks.
• Follows detailed, daily instructions to complete routine tasks with moderate supervision. Collaborates with others within ones team to address routine and some non-routine task issues; communicates status and escalates more complex issues. Adheres to established priorities, deadlines, and expectations. Identifies and speaks up for improvement opportunities within ones team.
• Supports post-award administration by: performing day-to-day post-award administrative support activities(e.g., preparing expense pre-approval requests, preparing expense reconciliations and reimbursements), with guidance; providing administrative support (e.g., facilitating meetings, preparing report publication list)to the project team to assist in the completion of post-award requirements, with guidance; supporting the maintenance of award systems, files, and accounts; and assisting the project team in routing incoming and outgoing agreements and other documents for negotiation and execution, with guidance.
• Supports pre-award administration by: providing administrative support to the project team in the review of research proposal application elements, with guidance; following detailed instructions to utilize grant management software and other related systems to manage proposal data entry and document uploads; monitoring and escalating questions from stakeholders related to pre-award administration and proposal development; and providing administrative support (e.g., facilitating meetings, preparing biosketches)to the project team and Investigator during submission preparation, with guidance.
• Supports research accounting by: preparing standard supporting accounting documentation (e.g., approvals, proofs of purchase, exceptions) of contracts and grants; and providing supporting accounting documentation (e.g., approvals, proofs of purchase, exceptions) to support journal adjustments, interregional invoicing documentation, and month-end, year-end, and/or audit-related close, as needed.
• Supports research administration compliance by: preparing the final formatting of standard proposals in compliance with all applicable federal, state, and local regulations and KP policies and procedures with guidance; coordinating the schedules of project team members to arrange appointments, meetings, and travel itineraries in compliance with federal regulations, with guidance; and learning about research processes, procedures, and guidance to support compliance with federal and KP regulations.
• Supports research administration operations by: scheduling team trainings on use of current systems; and providing administrative support (e.g., ordering supplies, updating files/records) to project team incompliance with existing research-specific policies and procedures.
• Assists the team in maintaining internal and external stakeholder relationships by: communicating with internal (e.g., legal, purchasing) and external stakeholders (e.g., funders, contractors), as appropriate, under close guidance.

Knowledge, Skills and Abilities: (Core)

• Ambiguity/Uncertainty Management
• Attention to Detail
• Business Knowledge
• Communication
• Critical Thinking
• Cross-Group Collaboration
• Decision Making
• Dependability
• Diversity, Equity, and Inclusion Support
• Drives Results
• Facilitation Skills
• Health Care Industry
• Influencing Others
• Integrity
• Learning Agility
• Organizational Savvy
• Problem Solving
• Short- and Long-term Learning & Recall
• Teamwork
• Topic-Specific Communication

Knowledge, Skills and Abilities: (Functional)

• Accountability
• Adaptability
• Business Relationship Management
• Organizational Skills

Minimum Qualifications

• High School Diploma or GED, or equivalent AND minimum one (1) year of experience working in a corporate or business office environment OR Minimum two (2) years of experience working in a corporate or business office environment.

Preferred Qualifications

• N/A

PrimaryLocation : California,Oakland,Oakland Mosswood Medical Offices

HoursPerWeek : 40

Shift : Day

Workdays : Mon, Tue, Wed, Thu, Fri, Sat, Sun,

WorkingHoursStart : 08:30 AM

WorkingHoursEnd : 05:00 PM

Job Schedule : Full-time

Job Type : Standard

Employee Status : Regular

Employee Group/Union Affiliation : NUE-NCAL-09|NUE|Non Union Employee

Job Category : Research

Department : Oakland Reg - 2000 Broadway - RI Medical Records_Recharge - 0201

Travel : No

Kaiser Permanente is an equal opportunity employer committed to fair, respectful, and inclusive workplaces. Applicants will be considered for employment without regard to race, religion, sex, age, national origin, disability, veteran status, or any other protected characteristic or status.