Contracts & Grants Administrator

Kaiser Permanente Oakland , CA 94604

Posted 2 days ago

Description: Responsible for managing the administrative and accounting aspects for a portion of all the contracts and grants managed through KFRI for all regions. This position is also responsible for miscellaneous administrative and accounting tasks related to the general management of KFRI.

Essential Functions:

Reviews and processes funding applications (federal and non-federal) for Northern California, including submissions to federal agencies, various universities, pharmaceutical companies, and foundations. Reviews and processes applications for federal funding for all research projects throughout KP to ensure budget accuracy, completeness and compliance with federal requirements (including human subject review). Reviews financial terms and conditions for subcontract agreements between KP and external research sponsors.

Ensures appropriate information, reports, and compliance documentation are provided to meet government and funding agency requirements and needs. Supervises preparation and reviews monthly invoices, summary financial reports, and other reports required by funding agencies according to sponsor requirements. Monitors research accounts to prevent over expenditure.

Responds to requests for information, provides consulting assistance and interacts regularly with physicians, investigators, research staff and leaders of funding agencies. Represents KP in responding promptly to inquiries from federal contracts and grants officers, provides information (budget clarification and justifications) and documentation to meet their needs and federal requirements.

Maintains a strong working relationship with Northern California general accounting, other regional departments and other Region's research staffs. Responsible for monthly production of the department operating statement and adhoc management reports.

Manages accounts receivables and cash flow for all regions when related to federal projects. Tracks payments and follows up on unpaid invoices. Manages accounts receivable and accounts payable for most Northern California research projects.

Provides input to the development of departmental policies and procedures. Uses the department software application to monitor Program wide research accounts and to develop custom reports for providing information to management and customers.

Kaiser Permanente conducts compensation reviews of positions on a routine basis. At any time, Kaiser Permanente reserves the right to reevaluate and change job descriptions, or to change such positions from salaried to hourly pay status. Such changes are generally implemented only after notice is given to affected employees.

Basic Qualifications:


Minimum five (5) years of work experience, with EITHER two (2) years of experience in general research administration and three (3) years in a related support discipline, OR at least five (5) years in a related support discipline.


Bachelor's degree in business administration/ accounting or 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


Additional Requirements:

Knowledge of principles of accounting and contract administration/law.

Excellent consulting skills.

Ability to work independently and exercise mature judgment.

Excellent communication skills (oral and written).

Proficient in general computer skills, including word processing and spreadsheet software.

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

Preferred Qualifications:

Federal grant, contract and subcontract administration experience preferred.

Office of Management and Budget regulations and compliance experience preferred.

Understanding of multiple research administrative processes, including those affecting federal, state, pharmaceutical (clinical trial) and Kaiser-sponsored projects preferred.

Primary Location: California,Oakland,1800 Harrison 1800 Harrison Scheduled Weekly Hours: 40 Shift:

Day Workdays: Mon - Fri Working Hours Start: 8:00 AM Working Hours End: 5:00 PM Job Schedule: Full-time Job Type:

Standard Employee Status: Regular Employee Group/Union Affiliation: Salaried, Non-Union, Exempt Job Level:

Individual Contributor Job Category: Research and Development Department: Kaiser Foundation Research Institute Travel: Yes, 5 % of the Time

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.

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 and state laws, as well as applicable local ordinances, including but not limited to the San Francisco and Los Angeles Fair Chance Ordinances.

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Contracts & Grants Administrator

Kaiser Permanente