Administrative Coordinator III

Kaiser Permanente; Santa Ana (CA); On-site; USD 38,000 - 50,000; Full time

Job summary

Kaiser Permanente is seeking an administrative support specialist in Santa Ana, CA to assist with information maintenance, drafting presentations, and routine correspondence. The role includes coordinating meetings for directors and teams, arranging small-scale events, and managing data with basic software tools.

Strong communication, attention to detail, and problem-solving are essential. This onsite, full-time position offers regular daytime hours and collaboration across departments.

Qualifications

• Minimum one year of experience in communications, business, health care, or related field.
• High School Diploma or GED is required; additional corporate office experience is a plus.
• Associate's degree is preferred but not required.

Responsibilities

• Draft presentations, handouts, reports, and correspondence with guidance as needed.
• Coordinate meetings and calendars for directors and teams; support event logistics.
• Assist with information dissemination and data management following policies.

Skills

Ambiguity/Uncertainty Management

Attention to Detail

Communication

Critical Thinking

Teamwork

Problem Solving

Organizational Savvy

Learning Agility

Decision Making

Education

High School Diploma or GED

Associate's degree (preferred)

Tools

Computer Literacy

Data Entry

Interpersonal Skills

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.

• 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 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.

Primary Location:

California,Santa Ana,Santa Ana Medical Offices

Scheduled Weekly Hours:

40

Shift:

Day

Workdays:

Mon, Tue, Wed, Thu, Fri, Sat

Working Hours Start:

07:00 AM

Working Hours End:

07:00 PM

Job Schedule:

Full-time

Job Type:

Standard

Worker Location:

Onsite

Employee Status:

Regular

Employee Group/Union Affiliation:

NUE-SCAL-01|NUE|Non Union Employee

Job Level:

Individual Contributor

Department:

Santa Ana Medical Office - Mental Hlth/Psychiatry-RegClin - 0806

Pay Range:

$27.83 - $36.01 / hour

Kaiser Permanente strives to offer a market competitive total rewards package and is committed to pay equity and transparency. The posted pay range is based on possible base salaries for the role and does not reflect the full value of our total rewards package. Actual base pay determined at offer will be based on labor market data, internal alignment, and a candidate's years of relevant work experience, education, certifications, skills, and geographic location.

Travel:

Yes, 25 % of the Time

Work Setting:

Onsite

Worker location must align with Kaiser Permanente's Authorized States policy.

Kaiser Permanente is an equal opportunity employer committed to fair, respectful, and inclusive workplaces. Applicants will be considered for employment without regard to race, religion, sex, age, national origin, disability, veteran status, or any other protected characteristic or status.