Administrative Coordinator III

Kaiser Permanente; Los Angeles (CA); On-site; USD 40,000 - 70,000; Full time

Job summary

An established industry player is seeking a motivated individual to support their operations team. In this role, you will assist with information maintenance, event coordination, and data management. Your contributions will help streamline workflows and ensure effective communication within the department. This position offers a unique opportunity to develop your skills in a collaborative environment while supporting various projects and events. If you thrive in a dynamic setting and enjoy working with a team, this role could be the perfect fit for you.

Qualifications

• Strong communication skills to assist with information dissemination.
• Ability to collaborate and adapt to changes in a fast-paced environment.

Responsibilities

• Assist with event coordination and execution for department meetings.
• Maintain workflow by resolving routine requests from department managers.

Skills

Effective communication

Collaboration

Problem-solving

Adaptability

Data management

Education

High School Diploma

Associate's Degree

Tools

Microsoft PowerPoint

Email

Standard office equipment

Job description

Job Summary:
Assists with information maintenance and distribution by drafting presentations, detailed correspondence, and reports. Maintains workflow by assisting in the resolution of routine and non-routine requests and issues from department managers on an ad-hoc basis. Assists with event coordination by coordinating and calendaring meetings for directors and their direct teams, with limited guidance. Assists with event execution by arranging small-scale events, with minimal guidance. Starts to apply data maintenance and management by leveraging working knowledge of department data and documentation retention policies.
Essential Responsibilities:

1. Pursues effective peer relationships within and across teams to obtain and share resources and information. Listens to, addresses, and seeks performance feedback; acts as an informal resource for less experienced team members. Actively seeks new relevant knowledge and skills based on strengths and weaknesses; reviews others work to help others learn. Adapts to change, challenges, and feedback with minimal guidance; demonstrates flexibility in work. Assesses and responds to the needs of others to support completion of work tasks.
2. Follows instructions to complete routine and non-routine work assignments with limited supervision. Collaborates with others to recommend appropriate solutions for routine and non-routine issues; escalates complex issues; communicates progress and information. Supports the completion of priorities, deadlines, and expectations. Identifies and speaks up for ways to address improvement opportunities within one's team.
3. Assists with information dissemination by: drafting presentations, handouts, reports/spreadsheets, graphics, status reports, resource management reports, and other deliverables based on a working knowledge of business practices/process, with minimal direction from senior colleagues; writing detailed correspondence (e.g., letters, reports, confidential documents) to staff and managers, with minimal guidance from senior colleagues and appropriate judgement and discretion; labeling, sorting, and maintaining the integrity of department files, with limited supervision; utilizing basic software and databases to retrieve required information, with some support to write reports.
4. Maintains the work flow of the department by: assisting in the resolution of non-routine and routine requests and issues from department managers on an ad-hoc basis; identifying problems or questions to propose resolution, with instruction; operating standard office equipment (e.g., email, fax, xerox), with limited guidance; maintaining inventory control and stocking department office supplies, equipment, and employee work environment resources (e.g., space assignment, computer) in alignment with typical budgetary policies and escalating inventory issues; receiving, screening, and referring standard incoming and outgoing emails, calls, and visits to the appropriate staff member; inputting and editing routine and non-routine time cards; and learning about new staffing onboarding activities and assisting in execution, when necessary.
5. Assists with event coordination by: coordinating and calendaring meetings for directors and their direct teams with front line employees, with limited guidance; may be supporting meeting facilitation through PowerPoint presentation coordination, taking parking lot notes, ensuring equipment works, and ordering food when appropriate, with minimal day to day supervision; finding and booking meeting rooms appropriate for the audience and meeting objectives, identifying alternatives and suggesting the best and most appropriate option.
6. Assists with event execution by: arranging small-scale events, with minimal guidance; planning for the organization of standard travel arrangements for department head and/or staff members; assisting in execution of small group meetings, conferences with limited direction; providing on-site coordination for standard issues, with minimal guidance; obtaining necessary standard audio-visual equipment, conference rooms, and catering for events, with some support; and distributing the agenda and taking meeting minutes in meetings.
7. Starts to apply human-resources data maintenance and management by: leveraging working knowledge of department data and documentation retention policies; inputting, compiling, organizing, validating, tracking, and maintaining data integrity, and performing standard data analyses, with some guidance from senior colleagues; and formatting straightforward graphs, spreadsheets, and reports.