Specialist Research Support I-KPWHRI
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This Research Support Specialist is 50% on-site at our research clinic front desk in downtown Seattle. The schedule is two regular days and then an alternating third day. The primary focus at the front desk is to be first point of contact to greet research study participants. A strong fit for this position is someone with excellent customer service skills and the ability to juggle competing demands. On-site responsibilities also include opening and closing the clinic, answering occasional phone calls, helping with updating clinic standard operating procedures and completing back-office tasks as assigned, such as verifying the clocks and transporting regular clinic supply orders.
Under the supervision of the Research Administrative Supervisor, provides specialized administrative support to research faculty and staff. Performs a variety of complex administrative duties throughout the continuum of the research project lifecycle, with a focus on grant application development and supporting the dissemination of results. Supports special projects and events as assigned. Work is highly deadline driven and at times confidential in nature. Normally receives general direction but works independently on assignments that are moderately complex in nature; expected to meet deadlines and apply judgment within established guidelines and procedures related to department and research study regulations. A six month training period is expected.
Essential Responsibilities:
- Research Administrative Support: a) Performs specialized coding, documentation, and other accounting functions for processing of grant expenses and expense reimbursements according to federal regulations and Kaiser Foundation Health Plan of Washington policies. b) Coordinates schedules, manages calendars, and arranges appointments, meetings, and travel itineraries in compliance with federal regulations. c) Tracks financial information. d) Establishes, maintains, processes, and updates files, records, certificates, and/or other documents to meet internal and external audit requirements. e) Researches and orders office supplies. f) Operates a variety of office equipment.
- Scientific Support: a) Assists faculty with meeting funding agency requirements for grant submissions. Completes grant application forms. Reviews grant applications for accuracy. Formats manuscripts to meet journal requirements. Create figures and tables using research project data. Creates research project documents according to grant and IRB guidelines. b) Utilizes computer software programs (EndNote, Acrobat Professional, and Microsoft Office, etc.) on a daily basis.
- Communication, Process Improvement: a) May participate in institute wide committees and workgroups and administrative responsibilities (e.g. SharePoint site, Seminar support) b) Actively participates in RSS unit (attend and actively engage in unit meetings) c) Establishes a self-management system to meet deadlines and accuracy expectations for documents and emails. d) Creates desk manual to document work processes particular to the position to ease transitions in staffing and out of office coverage. Documents policies and procedures for own learnings.
- Training, Oversight, Mentoring: a) May provide training and orientation to newly hired Research Support Specialists.
- Minimum one (1) year of experience working providing administrative support/receptionist services (or comparable) OR two (2) years of customer service experience. Intern or volunteer experience may be considered.
- High School Diploma or General Education Development (GED) required.
- N/A
- Manage complex workload.
- Ability to understand and follow specific instructions and procedures.
- Operate basic office equipment.
- Communicate effectively, orally and in writing.
- MS Office.
- Records maintenance skills.
- Ability to rapidly learn new software and procedures.
- Arithmetic, reading, writing skills.
- Three (3) years of experience providing administrative support.
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. Submit Interest
