Administrative Coordinator IV

Kaiser Permanente; Riverside (CA); On-site; USD 42,000 - 55,000; Full time

Job summary

Kaiser Permanente in Riverside seeks an organized administrative professional to support information maintenance, drafting presentations, and coordinating department events. The role includes preparing detailed reports, ensuring compliant document handling, and assisting managers with standard requests.

Responsibilities cover meeting calendaring, travel arrangements, and on-site event support, with opportunities to mentor less experienced staff and contribute to process improvements.

Qualifications

• Minimum two (2) years of experience in Communications, Business, Health Care, or a directly related field.
• High School Diploma or GED, or equivalent AND minimum three (3) years of experience working in a corporate or business office environment OR Minimum four (4) years experience working in a corporate or business office environment.

Responsibilities

• Draft integrative presentations, handouts, reports, and correspondence with discretion.
• Assist event coordination including meeting calendars and logistics for directors and teams.
• Manage information dissemination and data maintenance following department policies.
• Assist in workflow processes, inventory, and onboarding activities as needed.
• Provide on-site event support and-coordinate travel/AV/logistics for events.

Skills

Attention to Detail

Communication

Organizational Skills

PowerPoint

Education

High School Diploma or GED

Experience in Communications/Health Care

Tools

PowerPoint

Job description

Job Summary

Assists with information maintenance and distribution by drafting integrative presentations, detailed correspondence, and reports. Facilitates workflow by assisting in the adaptation of relevant solutions and standard 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, independently. Assists with event execution by arranging small-scale and some basic medium-scale events, with limited guidance and general directions from senior colleagues. Starts to apply data maintenance and management by leveraging advanced department data and documentation retention policies.

• Pursues effective relationships across teams and/or the organization to obtain and share resources, information, and advice with coworkers and members. Listens to, addresses, and seeks performance feedback; acts as a mentor for less experienced team members. Pursues self-development; creates plans to capitalize on strengths and develop weaknesses; reviews others work to help them learn. Adapts to and learns from change, challenges, and feedback; demonstrates flexibility in work; helps others adapt to non-routine situations. Identifies and responds to the needs of others to support the execution of varied work processes.
• Works within established procedures and practices to complete routine work assignments autonomously; follows instructions to complete novel or varied tasks. Collaborates with others to identify and implement appropriate solutions for routine and non-routine issues; escalates high-priority issues or risks; monitors progress and results. Supports the development of work plans to meet established priorities, deadlines, and expectations. Identifies, speaks up, and implements ways to address improvement opportunities within and across teams.
• Assists with information dissemination by: drafting integrative presentations, handouts, reports/spreadsheets, graphics, status reports, resource management reports, and other deliverables based on an advanced knowledge of business practices/process, with minimal direction from senior colleagues; writing detailed correspondence (e.g., letters, reports, confidential documents) to staff and managers, independently and with appropriate judgement and discretion; abeling, sorting, and maintaining the integrity of department files, independently; tilizing software and databases to retrieve required information and independently write reports.
• Facilitates the workflow of the department by: assisting in the adaptation of relevant solutions standard requests and issues from department managers on an ad-hoc basis; assessing problems or questions to propose resolution, with guidance; operating standard office equipment (e.g., email, fax, xerox), with general instructions; maintaining inventory control and stocking department office supplies, equipment, and employee work environment resources (e.g., space assignment, computer) in alignment with advanced knowledge of budgetary policies and escalating inventory issues; receiving, screening, and referring standard incoming and outgoing emails, calls, and visits to the appropriate staff member while mentoring others; inputting and editing varied 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, independently; may be supporting meeting facilitation through PowerPoint presentation coordination, taking parking lot notes, ensuring equipment works, and ordering food when appropriate, independently; finding and booking meeting rooms appropriate for the audience and meeting objectives, weighing alternatives and selecting the best and most appropriate option.
• Assists with event execution by: arranging small and some basic medium-scale events, with limited guidance and general directions from senior colleagues; organizing standard travel arrangements for department head and/or staff members, independently; assisting in execution of small group meetings, conferences with general direction; providing on-site coordination for standard issues, independently; obtaining necessary standard audio-visual equipment, conference rooms, and catering for events; and distributing the agenda and taking meeting minutes in meetings.
• Starts to apply human-resources data maintenance and management by: leveraging advanced department data and documentation retention policies; inputting, compiling, organizing, validating, tracking, and maintaining data integrity, and performing standard data analyses, independently; and formatting straightforward graphs, spreadsheets, and reports.

Essential Responsibilities

• Pursues effective relationships across teams and/or the organization to obtain and share resources, information, and advice with coworkers and members. Listens to, addresses, and seeks performance feedback; acts as a mentor for less experienced team members. Pursues self-development; creates plans to capitalize on strengths and develop weaknesses; reviews others work to help them learn. Adapts to and learns from change, challenges, and feedback; demonstrates flexibility in work; helps others adapt to non-routine situations. Identifies and responds to the needs of others to support the execution of varied work processes.
• Works within established procedures and practices to complete routine work assignments autonomously; follows instructions to complete novel or varied tasks. Collaborates with others to identify and implement appropriate solutions for routine and non-routine issues; escalates high-priority issues or risks; monitors progress and results. Supports the development of work plans to meet established priorities, deadlines, and expectations. Identifies, speaks up, and implements ways to address improvement opportunities within and across teams.
• Assists with information dissemination by: drafting integrative presentations, handouts, reports/spreadsheets, graphics, status reports, resource management reports, and other deliverables based on an advanced knowledge of business practices/process, with minimal direction from senior colleagues; writing detailed correspondence (e.g., letters, reports, confidential documents) to staff and managers, independently and with appropriate judgement and discretion; abeling, sorting, and maintaining the integrity of department files, independently; tilizing software and databases to retrieve required information and independently write reports.
• Facilitates the workflow of the department by: assisting in the adaptation of relevant solutions standard requests and issues from department managers on an ad-hoc basis; assessing problems or questions to propose resolution, with guidance; operating standard office equipment (e.g., email, fax, xerox), with general instructions; maintaining inventory control and stocking department office supplies, equipment, and employee work environment resources (e.g., space assignment, computer) in alignment with advanced knowledge of budgetary policies and escalating inventory issues; receiving, screening, and referring standard incoming and outgoing emails, calls, and visits to the appropriate staff member while mentoring others; inputting and editing varied 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, independently; may be supporting meeting facilitation through PowerPoint presentation coordination, taking parking lot notes, ensuring equipment works, and ordering food when appropriate, independently; finding and booking meeting rooms appropriate for the audience and meeting objectives, weighing alternatives and selecting the best and most appropriate option.
• Assists with event execution by: arranging small and some basic medium-scale events, with limited guidance and general directions from senior colleagues; organizing standard travel arrangements for department head and/or staff members, independently; assisting in execution of small group meetings, conferences with general direction; providing on-site coordination for standard issues, independently; obtaining necessary standard audio-visual equipment, conference rooms, and catering for events; and distributing the agenda and taking meeting minutes in meetings.
• Starts to apply human-resources data maintenance and management by: leveraging advanced department data and documentation retention policies; inputting, compiling, organizing, validating, tracking, and maintaining data integrity, and performing standard data analyses, independently; 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
• Data Integrity
• Interpersonal Skills

Minimum Qualifications

• Minimum two (2) years of experience in Communications, Business, Health Care, or a directly related field.
• High School Diploma or GED, or equivalent AND minimum three (3) years of experience working in a corporate or business office environment OR Minimum four (4) years experience working in a corporate or business office environment.

Preferred Qualifications

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

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.

Job Duties

For jobs where work will be performed in unincorporated LA County, the employer provides the following statement in accordance with the Los Angeles County Fair Chance Ordinance. Criminal history may have a direct, adverse, and negative relationship on the following job duties, potentially resulting in the withdrawal of the conditional offer of employment:

• Consistently supports compliance and the Principles of Responsibility (Kaiser Permanente's Code of Conduct) by maintaining the privacy and confidentiality of information, protecting the assets of the organization, acting with ethics and integrity, reporting non-compliance, and adhering to applicable federal, state, and local laws and regulations, accreditation, and licensure requirements (where applicable), and Kaiser Permanente's policies and procedures.
• Models and reinforces ethical behavior in self and others in accordance with the Principles of Responsibility, adheres to organizational policies and guidelines; supports compliance initiatives; maintains confidences; admits mistakes; conducts business with honesty, shows consistency in words and actions; follows through on commitments.
• Job duties with at least occasional or possible access to: (1) patients, the general public, or other employees; (2) confidential protected health information and other confidential KP information (including employee, proprietary, financial or trade secret information); (3) KP property and assets, for example, electronic assets, medical instruments, or devices; (4) controlled substances regulated by federal law or potentially subject to diversion.

Primary Location: California,Riverside,Riverside Administration

Scheduled Weekly Hours: 40

Shift: Day

Workdays: Mon, Tue, Wed, Thu, Fri

Working Hours Start: 08:30 AM

Working Hours End: 05:00 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: Riverside Med Center - Admin - Medical Group - 0806

Pay Range: $30.81 - $39.82 / 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.