Administrative Coordinator III

Kaiser Permanente; Pasadena (CA); On-site; USD 52,000 - 66,000; Full time

Job summary

Kaiser Permanente in Pasadena, CA is seeking an Administrative Coordinator III to assist with information maintenance, presentations, and routine to non-routine task resolution for department managers. The role involves event coordination, calendar management for directors and teams, and supporting data-management activities with guidance from senior staff.

Responsibilities include preparing reports, handling correspondence, maintaining file integrity, and coordinating travel and meetings.

Qualifications

• Minimum one (1) year of experience in Communications, Business, Health Care, or a directly related field.
• High School Diploma or GED, or equivalent AND minimum two (2) years of experience working in a corporate or business office environment OR Minimum three (3) years experience working in a corporate or business office environment.

Responsibilities

• Pursues effective peer relationships within and across teams to obtain and share resources and information.
• Follows instructions to complete routine and non-routine work assignments with limited supervision.
• Assists with information dissemination by drafting presentations, handouts, reports/spreadsheets, graphics, status reports, and other deliverables.
• Maintains the workflow of the department by assisting in the resolution of routine and non-routine requests and issues.
• Assists with event coordination by planning meetings for directors and their teams and supporting meeting facilitation and logistics.
• Assists with event execution by arranging small-scale events, travel arrangements, and taking meeting minutes.
• Starts to apply HR data maintenance and management by handling department data and documentation retention policies.

Skills

Ambiguity management

Attention to detail

Communication

Critical thinking

Cross-group collaboration

Decision making

Dependability

Teamwork

Problem solving

Organizational savvy

Learning agility

Influencing others

Diversity and inclusion support

Education

High School Diploma or GED

Associate's degree (preferred)

Tools

Microsoft PowerPoint

Microsoft Word

Microsoft Excel

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:

• 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.

• 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 ones team.

• 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; abeling, sorting, and maintaining the integrity of department files, with limited supervision; tilizing basic software and databases to retrieve required information, with some support to write reports.

• 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.

• Assists with event coordination by: ating 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.

• 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.

• 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.

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:

Minimum Qualifications:

• Minimum one (1) years of experience in Communications, Business, Health Care, or a directly related field.

• High School Diploma or GED, or equivalent AND minimum two (2) years of experience working in a corporate or business office environment OR Minimum three (3) years experience working in a corporate or business office environment.

Preferred Qualifications:

• Associate's degree in Communications, Business, Health Care, or related field.

COMPANY: KAISER

TITLE: Administrative Coordinator III

LOCATION: Pasadena, California

REQNUMBER: 1447542

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, state and local laws, including but not limited to the San Francisco Fair Chance Ordinance. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, protected veteran, or disability status.