Administrative Coordinator IV

Kaiser Permanente; Riverside, Northern (CA, KY); Hybrid; USD 42,000 - 60,000; Full time

Job summary

Kaiser Permanente is seeking an administrative support professional to draft presentations, correspondence, and reports, and to coordinate meetings for directors and teams. You will assist in event planning and basic travel arrangements, while applying advanced data management policies to ensure accurate documentation.

Expect collaboration across departments, autonomy on routine tasks, and opportunities to mentor newer staff as you grow in the role.

Qualifications

• Two or more years in communications, business, health care, or related field.
• Strong written and verbal communication skills.
• Attention to detail and organizational abilities.

Responsibilities

• Draft integrative presentations, reports, and detailed correspondence.
• Coordinate meetings and calendars for directors and teams.
• Assist in event coordination and basic travel arrangements.
• Apply department data management and retention policies.

Education

High School Diploma or GED

Associate's degree (preferred)

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.

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 work flow 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.