Senior Grants and Contracts Administrator, Sponsored Clinical Trials Research

Another exciting opportunity to join Kaiser Permanente Southern California-s Research team!

We are seeking a high-performing Senior Grants and Contracts Administrator to lead critical pre-award activities for a growing clinical trials portfolio. This role plays a key part in enabling research success through expert clinical trial budgeting, contract negotiation and execution, and coordination of study start-up, along with post-award support including invoicing, reconciliation, and closeout.

A successful candidate will have at least 5 - 8 or more years of research administration experience, deep expertise in clinical trial budgeting and negotiations, and a strong track record of navigating regulatory and institutional requirements.

Contributes to the pre-award and/or post-award administration of research contracts and grants. Drafts and reviews proposal application elements to prepare submissions in compliance with all applicable federal, state, and local regulations, and KP policies and procedures. Serves as an expert resource and develops and justifies project budgets. Provides consultation to team members on the revision of budgets in correspondence with award documents. Proactively monitors awards and provides subject-matter expertise in the development and implementation of research processes and guidance for compliance with applicable terms, regulations, and KP policies and procedures. Conducts award closeout, collaborating with and providing guidance to the project team to prepare, finalize, and submit reports to sponsors. Coaches team members to prepare and provide research accounting documentation and entries and contributes to month- and/or year-end close, and/or audit-related processes. Provides guidance and planning for the review and routing of incoming and outgoing agreements, negotiates and may provide mentorship regarding basic, standard, and complex contracts and agreements.

• Promotes learning in others by communicating information and providing advice to drive projects forward; builds relationships with cross-functional stakeholders. Listens, responds to, seeks, and addresses performance feedback; provides actionable feedback to others, including upward feedback to leadership and mentors junior team members. Practices self-leadership; creates and executes plans to capitalize on strengths and improve opportunity areas; influences team members within assigned team or unit. Adapts to competing demands and new responsibilities; adapts to and learns from change, challenges, and feedback. Models team collaboration within and across teams.
• Conducts or oversees business-specific projects by applying deep expertise in subject area; promotes adherence to all procedures and policies. Partners internally and externally to make effective business decisions; determines and carries out processes and methodologies; solves complex problems; escalates high-priority issues or risks, as appropriate; monitors progress and results. Develops work plans to meet business priorities and deadlines; coordinates and delegates resources to accomplish organizational goals. Recognizes and capitalizes on improvement opportunities; evaluates recommendations made; influences the completion of project tasks by others.
• Leads post-award administration by: providing consultation to team members on revision of the budget to correspond with pending award documents in collaboration with project team; driving the coordination of progress reports and prior approval request due dates, and providing guidance on the completion of administrative requirements from funders; planning for the effective completion of day-to-day post-award activities(e.g., purchasing items; reviewing expenses, effort, and projections; performing reconciliations; invoicing)to support projects in collaboration with the project team; proactively monitoring and notifying project team of upcoming deadlines, and coordinating and guiding completion of post-award requirements (e.g., annual reports, final reports); planning for the long-term implementation and maintenance of award systems, files, and accounts; providing guidance and planning for the review and routing of incoming and outgoing agreements for negotiation and execution; and proactively monitoring and conducting award closeout and collaborating with and providing guidance to team members to finalize closeout reports for submission to sponsor.
• Leads pre-award administration by: leveraging expert knowledge of complex proposals to provide consultation on and independently review and draft research proposal application elements, in collaboration with the project team; providing consultation on the application of and independently applying research methodologies, processes, and/or protocols, and the utilization of grant management software and other related systems; leveraging advanced knowledge to advise and answer questions from stakeholders related to pre-award administration and proposal development, including the interpretation and application of granting agency policies, procedures, and regulations; serving as an expert resource and independently developing and justifying project budgets in collaboration with the project team; and providing guidance to and partnering with project team and Investigator to drive the preparation of submissions (e.g., just-in-time) and the award acceptance process.
• Contributes to research accounting by: coaching team members to prepare and independently preparing and providing accounting documentation (e.g., invoice, financial reports) of contracts and grants; providing consultation to project team on making allowability, allocability, and reasonableness determinations; and providing expert guidance to team members and preparing, submitting, reviewing, and approving accounting entries (e.g., cost transfers, accruals), journal adjustments, and interregional invoicing documentation, contributing to month-end, year-end, and/or audit-related close, and completing related analysis, as needed.
• Serves as a research administration compliance expert by: leading review board or committee for proposals to ensure compliance with all applicable federal, state, and local regulations and KP policies and procedures; and providing subject-matter expertise in the development and implementation of various research processes, procedures, and guidance for compliance with federal and KP regulations.
• Contributes to research contracting by: mentoring team members and independently negotiating basic contracts or agreements (e.g., amendments/modifications, confidentiality), standard contracts or agreements (e.g., subawards, subcontracts, data use agreements, clinical trial agreements), and complex contract and agreements (e.g., data sharing and management plans, intellectual property licensing agreements); and mentoring team members and independently reviewing, editing, and providing consultation to research administrators and Investigators on basic contract and legal terms (e.g., contract law, statements of work), standard contract and legal terms (e.g., publication, confidentiality, intellectual property, data use, privacy and/or human subject regulations) and complex contract and legal terms (e.g., large multi-site collaborations/consortia, multi-lateral data use and transfers).
• Builds and maintains internal and external stakeholder relationships by: providing advanced subject-matter expertise when communicating with internal (e.g., legal, purchasing) and external stakeholders (e.g., funders, contractors), as appropriate.

• 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

• Accountability
• Adaptability
• Autonomy
• Business Acumen
• Business Relationship Management
• Consulting
• Expense Management
• Financial Acumen
• Financial Plan Budgeting
• Managing Diverse Relationships
• Negotiation
• Organizational Skills
• Project Management
• Project Management Tools
• Research Compliance Management
• Stakeholder Management

• Minimum three (3) years of experience in a leadership role with or without direct reports.


• Bachelors degree in Humanities, Sciences, Public Health, Engineering, Public Administration, Business, or Accounting with emphasis in Business, Accounting, Management, Finance, Research Administration, or Health Care, or related field AND minimum eight (8) years of experience in health care, research, academia, award management, or a directly related field OR Minimum eleven (11) years of experience in health care, research, academia, award management or a directly related field.

• Certified Research Administrator (CRA), Certified Pre-Award Administrator (CPRA), and/or Certified Financial Research Administrator (CFRA) certification from Research Administrators Certification Council (RACC).
• Four (4) years of experience reviewing, negotiating, and/or determining the feasibility of clinical trials contracts and budgets.

PrimaryLocation : California,Pasadena,S. Los Robles Administration
HoursPerWeek : 40
Shift : Day
Workdays : Mon, Tue, Wed, Thu, Fri, Sat, Sun
WorkingHoursStart : 08:00 AM
WorkingHoursEnd : 05:00 PM
Job Schedule : Full-time
Job Type : Standard
Employee Status : Regular
Employee Group/Union Affiliation : NUE-SCAL-01|NUE|Non Union Employee
Job Level : Individual Contributor
Job Category : Research
Department : Department of Research and Evaluation
Travel : Yes, 5 % of the Time
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.

For jobs where work will be performed in unincorporated LA County, the employer provides the following statement in accordance with the Los Angeles County Fair Chance Ordinance. Criminal history may have a direct, adverse, and negative relationship on the following job duties, potentially resulting in the withdrawal of the conditional offer of employment:

• Consistently supports compliance and the Principles of Responsibility (Kaiser Permanente's Code of Conduct) by maintaining the privacy and confidentiality of information, protecting the assets of the organization, acting with ethics and integrity, reporting non-compliance, and adhering to applicable federal, state, and local laws and regulations, accreditation, and licensure requirements (where applicable), and Kaiser Permanente's policies and procedures.

• Models and reinforces ethical behavior in self and others in accordance with the Principles of Responsibility, adheres to organizational policies and guidelines; supports compliance initiatives; maintains confidences; admits mistakes; conducts business with honesty, shows consistency in words and actions; follows through on commitments.

• Job duties with at least occasional or possible access to: (1) patients, the general public, or other employees; (2) confidential protected health information and other confidential KP information (including employee, proprietary, financial or trade secret information); (3) KP property and assets, for example, electronic assets, medical instruments, or devices; (4) controlled substances regulated by federal law or potentially subject to diversion.