Administrative Specialist III

Kaiser Permanente; Pleasanton (CA); On-site; USD 100,000 - 125,000; Full time

Job summary

An established industry player is seeking a proactive administrative support professional to enhance workflow and event coordination. In this dynamic role, you will independently manage information dissemination, collaborate with team members, and contribute to the execution of medium-scale events. Your expertise in customer experience, data integrity, and interpersonal skills will be crucial in fostering effective relationships within the organization. Join a forward-thinking company that values innovation and teamwork, where your contributions will significantly impact operational success and team dynamics. If you are ready to take on new challenges and grow your career, this opportunity is perfect for you.

Qualifications

• 2+ years of experience in administrative support or related field required.
• Strong computer literacy and data management skills are essential.

Responsibilities

• Independently plans and executes information dissemination and event coordination.
• Collaborates cross-functionally to solve business problems and supports team needs.

Skills

Customer Experience

Computer Literacy

Data Entry

Data Integrity

Interpersonal Skills

Education

High School Diploma or GED

Tools

PowerPoint

HR Information System

Job description

Job Summary:

Independently plans and executes information maintenance and distribution by drafting standard and nonstandard presentations, detailed correspondence, and reports. Executes workflow independently by assisting in the novel resolution of standard and nonstandard requests from department managers on an ad-hoc basis. Contributes to event coordination by beginning to develop relationships with leaders' assistants and an understanding of organizational hierarchy when coordinating and calendaring meetings for directors and their direct teams, independently. Contributes to event execution by assisting senior colleagues to gather materials, plan, and arrange medium-scale events. Enacts data maintenance and management by integrating department data and documentation retention policies into all products.

Essential Responsibilities:

• Pursues effective relationships with others by proactively providing resources, information, advice, and expertise with coworkers and members. Listens to, seeks, and addresses performance feedback; provides mentoring to team members. Pursues self-development; creates plans and takes action to capitalize on strengths and develop weaknesses; influences others through technical explanations and examples. Adapts to and learns from change, challenges, and feedback; demonstrates flexibility in approaches to work; helps others adapt to new tasks and processes. Supports and responds to the needs of others to support a business outcome.
• Completes work assignments autonomously by applying up-to-date expertise in subject area to generate creative solutions; ensures all procedures and policies are followed; leverages an understanding of data and resources to support projects or initiatives. Collaborates cross-functionally to solve business problems; escalates issues or risks as appropriate; communicates progress and information. Supports, identifies, and monitors priorities, deadlines, and expectations. Identifies, speaks up, and implements ways to address improvement opportunities for the team.
• Independently plans and executes information dissemination by drafting standard and nonstandard presentations, handouts, reports/spreadsheets, graphics, status reports, resource management reports, and other deliverables with regular review from senior colleagues; writing detailed correspondence (e.g., letters, reports, confidential documents) to staff, managers, and external members/providers, with review from team or manager; organizing, sorting, and maintaining the integrity of department files; using a variety of software and databases to retrieve required information to write detailed reports.
• Executes the workflow of the department independently by assisting in the novel resolution of standard and nonstandard requests from department managers on an ad-hoc basis; independently anticipating and offering assistance for business needs (e.g., manager email requests) that require support; operating standard office equipment (e.g., email, fax, xerox); beginning to maintain databases and websites, with review from senior colleagues/managers; maintaining inventory control, stocking, and providing solutions for department office inventory, equipment, and employee work environment resources (e.g., space assignment, computer) in alignment with budgetary policies and escalating inventory issues; receiving, screening, and referring nonstandard and standard incoming and outgoing emails, calls, and visits to the appropriate staff member; investigating time card issues and providing recommendations to management; learning about new staffing onboarding activities and assisting in execution when necessary; and leveraging the HR information system to maintain knowledge of the contract language, standard/nonstandard pay practices (e.g., travel, shift differentials), and changes to job functions, job descriptions, and role goals, consulting senior colleagues or managers as needed.
• Contributes to event coordination by beginning to develop relationships with leaders' assistants and an understanding of organizational hierarchy to leverage when coordinating, calendaring, and facilitating meetings for directors and their direct teams with front line employees, independently; may be independently planning for meeting facilitation through PowerPoint presentation coordination, taking parking lot notes, ensuring equipment works, and ordering food when appropriate; finding and booking meeting standard and nonstandard rooms appropriate for the audience and meeting objectives, with general oversight.
• Contributes to event execution by assisting senior colleagues to gather materials, plan, and arrange medium-scale events; organizing standard and nonstandard travel arrangements for large, complex events for the department head and/or multiple managers; assisting in execution of medium group meetings, conferences; providing on-site coordination for nonstandard and standard issues; independently plans coordination and execution of audio-visual equipment, conference rooms, and catering for events, with review by team or manager; and distributing the agenda, taking meeting minutes, summarizing and finalizing meeting summaries, and coordinating guest presentations in department meetings.
• Enacts human-resources data maintenance and management by integrating department data and documentation retention policies into all products; inputting, compiling, organizing, validating, tracking, and maintaining data integrity for standard databases; and formatting straightforward graphs, spreadsheets, and reports.

Minimum Qualifications:

• High School Diploma or GED, or equivalent AND two (2) years of experience in administrative support or related field, OR Minimum three (3) years of experience in administrative support or related field.

Additional Requirements:

• Knowledge, Skills, and Abilities (KSAs): Customer Experience; Computer Literacy; Data Entry; Data Integrity; Interpersonal Skills