Administrative Specialist IV

Kaiser Permanente; Walnut Creek (CA); On-site; USD 50,000 - 90,000; Full time

Job summary

An established industry player is seeking a proactive and organized individual to manage information and event coordination. This role involves independently planning and executing complex projects, supporting leadership with detailed reports, and fostering relationships across departments. The ideal candidate will excel in communication, problem-solving, and vendor management, ensuring smooth operations and successful events. Join a dynamic team where your contributions will enhance organizational efficiency and support impactful initiatives. If you thrive in a fast-paced environment and are passionate about making a difference, this opportunity is perfect for you.

Benefits

Health Insurance

Retirement Plan

Flexible Work Hours

Professional Development Opportunities

Paid Time Off

Employee Assistance Program

Qualifications

• Ability to manage multiple projects and deadlines effectively.
• Strong communication skills for cross-functional collaboration.

Responsibilities

• Independently plan and execute information dissemination projects.
• Coordinate events and meetings for multiple leaders.

Skills

Project Management

Communication Skills

Event Coordination

Problem Solving

Data Management

Vendor Relations

Education

Bachelor's Degree

Relevant Certifications

Tools

Microsoft Office Suite

HR Information Systems

Job description

Job Summary:
Independently plans and executes interrelated information maintenance and distribution by drafting moderately complex presentations, detailed correspondence, and reports. Executes interrelated workflow independently by assisting in the novel resolution of moderately complex requests from department managers on an ad-hoc basis. Contributes to event coordination by developing relationships with leaders assistants and an understanding of organizational hierarchy when coordinating and calendaring moderately complex meetings for multiple leaders, independently. Contributes to event execution by gathering materials, planning, and arrange medium-scale events independently. Plans several interrelated contributions to department budget by applying a variety of strategies to independently process moderately complex invoices and resolve intricate discrepancies. Coordinates vendor relations activities independently by communicating and resolving moderately complex information with vendors regarding member or internal goals or issues. Enacts data maintenance and management by integrating department data and documentation retention policies into all products.
Essential Responsibilities:

• Promotes learning in others by proactively providing and/or developing information, resources, advice, and expertise with coworkers and members; builds relationships with cross-functional/external stakeholders and customers. Listens to, seeks, and addresses performance feedback; proactively provides actionable feedback to others and to managers. Pursues self-development; creates and executes plans to capitalize on strengths and develop weaknesses; leads by influencing others through technical explanations and examples and provides options and recommendations. Adopts new responsibilities; adapts to and learns from change, challenges, and feedback; demonstrates flexibility in approaches to work; champions change and helps others adapt to new tasks and processes. Facilitates team collaboration to support a business outcome.


• Completes work assignments autonomously and supports business-specific projects by applying expertise in subject area and business knowledge to generate creative solutions; encourages team members to adapt to and follow all procedures and policies. Collaborates cross-functionally and/or externally to achieve effective business decisions; provides recommendations and solves complex problems; escalates high-priority issues or risks, as appropriate; monitors progress and results. Supports the development of work plans to meet business priorities and deadlines; identifies resources to accomplish priorities and deadlines . Identifies, speaks up, and capitalizes on improvement opportunities across teams; uses influence to guide others and engages stakeholders to achieve appropriate solutions.


• Independently plans and executes interrelated information dissemination projects by: drafting moderately complex presentations, handouts, reports/spreadsheets, graphics, status reports, resource management reports, and other deliverables in support of leadership; writing detailed correspondence (e.g., letters, reports, confidential documents) to staff, managers, and external members/providers, independently; labeling, sorting, and maintaining the integrity of department files, independently; utilizing a variety of software and databases to retrieve required information, to write moderately complex detailed reports; and updating department documents to ensure integrity as needed.


• Executes the interrelated work flow of the department independently by: assisting in the novel resolution of moderately complex requests from department managers on an ad-hoc basis; independently anticipating and offering assistance for moderately complex business needs (e.g., manager email requests) that require support; operating standard office equipment (e.g., email, fax, xerox); independently contributing to the infrastructure of and maintaining databases and websites; maintaining inventory control, stocking, and providing moderately complex 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 moderately incoming and outgoing mails, calls, and visits to the appropriate staff member; investigate time card issues and provide recommendations to management; learning about new staffing onboarding activities and assisting in execution, when necessary; and leveraging the HR information system to independently maintain knowledge of the contract language, moderately complex pay practices (e.g., travel, shift differentials), and changes to job functions, job descriptions, and role goals.


• Contributes to event coordination by: efficiently developing relationships with leaders assistants and an understanding of organizational hierarchy to leverage when coordinating, calendaring, and facilitating meetings moderately complex meetings for multiple leaders, independently; may be independently conducting moderately complex meeting facilitation through PowerPoint presentation coordination, taking parking lot notes, ensuring equipment works, and ordering food when appropriate; finding and booking meeting rooms appropriate for moderately complex audiences and meeting objectives, with minimal oversight.


• Contributes to event execution by: gathering materials, planning, and arranging medium-scale events independently; organizing standard and nonstandard travel arrangements large, complex events for department head and/or multiple managers; organizing medium-sized group meetings and conferences with complex schedules; providing on-site coordination for moderately complex issues; nsuring coordination and execution of audio-visual equipment, conference rooms, and catering for events, independently; and distributing the agenda, taking meeting minutes, summarizing and finalizing meeting summaries, generating and ensuring action item follow through, and coordinating guest presentations in department meetings or large team meetings.


• Plans several interrelated contributions to department budget by: applying a variety strategies to independently processes moderately complex invoices and resolve intricate discrepancies; acts as a point of contact for vendors to reconcile expenses; and identifying, resolving, and reporting unresolved variance in moderately complex expense reports for management.


• Coordinates event vendor relations activities independently by: communicating and resolving moderately complex information with vendors regarding member or internal goals or issues; initiating support for proposals with vendors or sponsors on teams behalf; and gathers information in support of negotiating vendor agreements (e.g., caterers, hotels) to obtain best value.


• Enacts human-resources data maintenance and management independently by: integrating department data and documentation retention policies into all products; compiling and collecting information needed to complete project tasks and results; and formatting standard graphs, spreadsheets, and reports.