Administrative Coordinator II

Kaiser Permanente; San Francisco (CA); On-site; USD 40,000 - 52,000; Full time

Job summary

Kaiser Permanente in San Francisco seeks an entry-level Administrative Assistant to draft routine presentations, correspondence, and reports. You will support front-line teams and managers, organize meetings, coordinate events, and arrange travel under guidance.

You’ll learn department data basics, documentation retention, and office processes, while handling routine requests, maintaining files, scheduling, and basic data tasks with reliability and teamwork.

Qualifications

• High School Diploma or GED is required.

Responsibilities

• Draft routine presentations, correspondence, and reports with guidance.
• Support front-line teams and department managers with routine requests.
• Organize meetings and calendars for directors and teams.
• Assist with basic event coordination and travel arrangements.
• Maintain department files and basic data/retention practices.

Education

High School Diploma or GED

Job description

Job Summary:

Helps facilitate information maintenance and distribution by learning and drafting routine and standard presentations, correspondence, and reports. Organizes workflow by following detailed instructions in the identification and assistance of the resolution of routine requests from front-line teams and department managers on an ad-hoc basis. Assists with event coordination by beginning to coordinate and calendar meetings for directors and their direct teams, with guidance from senior colleagues. Assists with event execution by arranging small-scale events with detailed instructions and monitoring from senior colleagues. Learns to execute data maintenance and management by developing basic knowledge of department data and documentation retention policies.

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 one's 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 one's team.
• Helps facilitate information dissemination by: learning and drafting routine and standard presentations, handouts, reports/spreadsheets, graphics, status reports, resource management reports, and other deliverables based on a working knowledge of business practices/process, with detailed direction from senior colleagues with minimal interpretation; writing correspondence (e.g., letters, reports, confidential documents) to staff and managers, with moderate guidance from senior colleagues; and following broad guidance labeling, sorting, and maintaining the integrity of department files.
• Organizes the work flow of the department by: following detailed instructions in the identification and assistance of the resolution of routine requests from front-line teams and department managers on an ad-hoc basis; learning about potential problems and typical routes for resolution, with detailed instruction; operating standard office equipment (e.g., email, fax, xerox), with specific goals and moderate guidance; maintaining routine inventory control and stocking department office supplies, equipment, and employee work environment resources (e.g., space assignment, computer) and may upscale inventory issues; and receiving, screening, and referring straightforward incoming and outgoing mail, emails, calls, and visits to the appropriate staff member by following broad guidance.
• Assists with event coordination by: beginning to coordinate and calendar meetings for directors and their direct teams, with guidance from senior colleagues; finding and booking meeting rooms appropriate for the audience and meeting objectives, with routine monitoring.
• Assists with event execution by: arranging small-scale events, with detailed instructions and monitoring from senior colleagues; organizing basic and routine travel arrangements for department head and/or staff members, with moderate supervision; assisting in execution of basic components in small group meetings, conferences; providing on-site coordination for simple issues, with detailed instruction; assisting to obtain necessary typical audio-visual equipment, conference rooms, and catering for events, with frequent routine review; and distributing the agenda and taking simple meeting minutes in meetings.
• Learns to execute human-resources data maintenance and management by: developing basic knowledge of department data and documentation retention policies; inputting and monitoring data to ensure integrity, and performing basic data analyses when requested, with guidance from senior colleagues; and formatting straightforward graphs, spreadsheets, and reports.

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)

• Computer Literacy
• Customer Experience
• Data Entry
• Interpersonal 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 experience working in a corporate or business office environment.

Preferred Qualifications:

• N/A