Kaiser Permanente Research Business Administrator III/IV in Pasadena, California

The incumbent of this position provides leadership, direction, and mentoring of division's or unit's financial activities and research projects in accordance with Kaiser Permanente Southern California (KPSC) and grant and contract funding agency policies and procedures. This includes, but is not limited to, developing moderate to complex budgets for grant and contract applications, research business plans, reconciling expenditures, recharge center/core services rates, and projecting account balances. This position will also prepare and/or review documents/electronic forms associated with budget maintenance, grant proposals, and financial issues such as purchasing, invoicing, travel reimbursements, payroll, and effort reporting. In addition, the Research Business Administrator (RBAIII) will provide guidance with grant submissions in coordination with the principal investigator, other research business administrators, and the administrative staff. Manages resources to ensure projects and proposals are delivered to agreed quality, deadlines, and budgets. Working with research scientists, principal investigators, division/unit managers, research project managers, research associates, biostatisticians, programmers, research collaborators, administrators, and others, is responsible for daily operations of financial management and monitoring. Conducts divisional/unit audits in order to assure expenditures are reasonable, allocable, and allowable. Builds effective networks of internal and external subject matter expert contacts. Implements moderate to complex budget plans, processes, policies, logistics, stakeholder analysis, procedures, quality control and quality assurance. Mentors and trains research business administrators. Finally, the position resolves problems, recommends solutions, evaluates needs, and optimize opportunities that have impact on the overall goals for the division or unit. The incumbent will indirectly supervise up to ten employees and have significant budget responsibility.

Essential Responsibilities:

  • Provides leadership, direction, and mentoring of the division's or unit's financial activities and moderate to complex research projects in accordance with Kaiser Permanente Southern California (KPSC) and grant and contract funding agency policies and procedures.

  • Reconcile various project cost centers on a monthly basis or as needed.

  • Provide training to research business administrators.

  • Assign medium-scale projects and proposals to the research business administrators.

  • Report budget line variances and identify expenditure trends.

  • Conduct divisional/unit audits in order to assure expenditures are reasonable, allocable, and allowable.

  • Conduct cost analysis and rate setting for recharge centers/core services.

  • Assist with managing billing system and cost recovery for recharge centers/core services.

  • Monitor financial activity for appropriateness of expenditures in relation to project goals and objectives ensuring adherence to budget limitations as well as adherence to Kaiser Permanente and funding agency guidelines.

  • Prepare account balance analysis and projections on various cost centers/projects.

  • Complete or review grant close outs and review financial status reports and final contract invoices.

  • Correspond and follow up with principal investigators, research staff, R&E Sponsored Projects Administration (SPA) and Finance, other institutions, and grant and contract agencies to achieve compliance to project financial guidelines.

  • Provide support and guidance to investigators and research study staff on issues related to grants management, institutional policies related to handling funds from grants (i.e. travel regulations, re-budgeting, program reports, grant routing).

  • Review documents associated with grant projects for appropriateness and accuracy.

  • Monitor contract budgets, invoices, effective dates, and balances.

  • Attend conferences and present grants administration topics in the division or unit meetings.

  • Advise PIs and research staff on financial and personnel decisions regarding their projects on a routine basis.

  • Lead the project kick-off meetings, including meetings with SPA/Finance.

  • Guide principal investigators and research staff in developing moderate to complex budgets and justifications for grant and contract applications and ongoing projects by compiling and analyzing expenditure data on a regular basis.

  • Prepare budget and all related documents/forms according to funding agency or industry guidelines.

Oversee grant submission process and ensure all application guidelines and rules have been followed by research business administrators.

  • This position will also review documents/electronic forms associated with budget maintenance, grant proposals, and financial issues such as purchasing, invoicing, travel reimbursements, payroll, and effort reporting. In addition, the position will provide guidance on grant submissions in coordination with the principal investigator, other research business administrator and the administrative staff.

  • Prepare and review invoices and reports, purchase requisitions, ITs, and Onelink purchases for division/unit and its grant accounts in a timely manner.

  • Prepare and review forms such as cost transfer forms to correct errors or to comply with budget changes and limitations.

  • Researches, gathers, analyzes & summarizes data for reports.

  • Pre-review, post-review, and initiate personnel effort changes in the effort reporting system.

  • Prepare and develop unit/division budgets.

  • Follow up with all financial transactions through the appropriate database systems and communication with other units/divisions/institutions.

  • Share any new information regarding Kaiser Permanente and funding agency policies and procedures with the DRA or manager and research business administrators.

  • Performs a variety of duties which may include program administration, organizational analysis, special assignments, budgets, contract and grant administration, facilities, systems and personnel.

  • Prepare Just-In-Time documents for grant and contract awards.

  • Coordinate time motion studies for division/unit projects/processes.

  • Delegate duties to administrative staff and research business administrators.

Review and prepare correspondence for internal and external financial requests.

  • Perform other related job duties or responsibilities as requested or required, whether or not specifically mentioned in this job description.

  • Work and communicate with principal investigators, research and administrative staff, collaborating stakeholders in a professional manner.

Basic Qualifications:

Experience

  • Minimum four (4) years of experience in research business administration or related field.

Education

  • Bachelor's degree in business administration, economics, finance, accounting, operations, public health administration, or other related field OR four (4) years of experience in a directly related field.

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

License, Certification, Registration

  • N/A

Additional Requirements:

  • Must balance and represent multiple perspectives and priorities of the division/unit.

  • Must exercise good judgment in handling/releasing confidential/sensitive information.

  • Demonstrated excellent customer service and interpersonal skills.

  • Demonstrated success in complex analytic problem solving, project management, and communications.

  • Proficiency with Excel, PowerPoint, and other Microsoft Applications used by the department as well as Visio.

  • Demonstrated success in developing effective working relationships with internal and external stakeholders.

  • Must have strong communication (both written and verbal), organizational, and presentation skills.

  • Must be able to work in a Labor/Management Partnership environment.

Preferred Qualifications:

  • Federal grant, contract and subcontract administration experience.

  • Strong analytical skills preferred.

  • Strong experience with budgets, projections, financial reporting, and grant management preferred.

  • Advanced Excel skills preferred.

  • Excellent customer service, organizational, and communication skills preferred.

  • Capability to work independently and collaboratively with PIs, research teams, and central research business and contracts office personnel preferred.

Notes:

  • Position level will be determined based on the candidate's experience.

COMPANY: KAISER

TITLE: Research Business Administrator III/IV

LOCATION: Pasadena, California

REQNUMBER: 703822

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, state and local laws, including but not limited to the San Francisco Fair Chance Ordinance. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, protected veteran, or disability status.