Administrative Coordinator III

Kaiser Permanente; Tustin (CA); On-site; USD 40,000 - 55,000; Full time

Job summary

A leading healthcare organization seeks an administrative support specialist to assist with information maintenance, event coordination, and HR data management. This role requires effective communication skills and a proactive approach to problem-solving and task completion within a dynamic team environment.

Qualifications

• Effective peer relationships and adaptive to change.
• Ability to follow instructions and complete tasks with limited supervision.
• Familiarity with drafting presentations and reports.

Responsibilities

• Assists with scheduling meetings and event coordination.
• Maintains workflow and manages onboarding activities.
• Supports the execution of small-scale events.

Skills

Communication

Data Management

Event Coordination

Problem Solving

Tools

Basic Software

Databases

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 scheduling meetings for directors and their teams, and supports event execution by arranging small-scale events. Begins to apply data management skills by leveraging knowledge of department data and documentation policies.
Essential Responsibilities:

• Pursues effective peer relationships within and across teams to share resources and information. Listens to, addresses, and seeks feedback; acts as an informal resource for less experienced team members. Actively seeks new knowledge and skills, reviews others' work to help learning, and adapts to change with minimal guidance. Responds to the needs of others to support task completion.


• Follows instructions to complete routine and non-routine work with limited supervision. Collaborates to recommend solutions, escalates complex issues, and communicates progress. Supports priorities and deadlines, and suggests improvements within the team.


• Assists with information dissemination by drafting presentations, reports, graphics, and correspondence with minimal direction. Maintains department files and uses basic software and databases to retrieve information and generate reports.


• Maintains workflow by resolving requests from managers, operating standard office equipment, managing inventory, screening communications, and assisting with onboarding activities.


• Supports event coordination by scheduling meetings, supporting meeting facilitation, booking rooms, and ensuring equipment and catering are arranged appropriately.


• Assists with event execution by organizing small events, arranging travel, supporting meetings, and providing on-site coordination. Distributes agendas and takes minutes.


• Begins to apply HR data management by maintaining department data, performing data analysis, and formatting reports, with some guidance.