Senior Staff Assistant

Kaiser Permanente; Modesto (CA); On-site; USD 52,000 - 73,000; Full time

Job summary

Kaiser Permanente in Modesto, CA is seeking an experienced administrative professional to provide advanced support to a director or department head. The role involves handling confidential information, organizing complex calendars, coordinating large meetings, and preparing reports.

You will onboard new staff, create presentations, manage data and budgets, track invoices, and assist with timecards. Strong communication and proficiency in Word, Excel and PowerPoint are essential.

Qualifications

• Minimum three (3) years of experience performing administrative support functions.
• High School Diploma or GED required.
• Excellent customer service and communication skills.
• Advanced level proficiency with Word; intermediate Excel; basic PowerPoint.

Responsibilities

• Organizes workflow for the manager/department and initiates follow-ups.
• Handles confidential information with discretion and tact.
• Coordinates large conferences and meetings, including logistics.
• Maintains calendars and coordinates travel when needed.
• Prepares reports and presentations with data gathering and summarization.
• Onboards new employees and may provide training.
• Creates spreadsheets/graphics for presentations.
• Performs data entry and maintains databases to ensure accuracy.
• Monitors department budget, tracks expenses and invoices.
• Submits and tracks needs for EVS/Engineering/Facilities.
• Prepares timecards and tracks attendance.
• Generates meeting notes and other documents from templates.

Skills

Calendar management

Meeting coordination

Data entry

Budget tracking

Customer service

MS Word

Excel

PowerPoint

Education

High School Diploma or GED

Tools

Microsoft Word

Excel

PowerPoint

Job description

Job Summary:

Under limited supervision, provides advanced level administrative support. Typically reports to a director or head of a department. Performs complex administrative duties, often without established procedures and precedents. Contacts are frequent with individuals representing other departments and outside organizations.

Essential Responsibilities:

• Organizes and expedites the flow of work for the manager or the department and initiates any follow-up action.
• Frequently accesses highly confidential and sensitive information; handles such information with judgment and tact.
• Arranges large conferences and meetings, including securing the rooms, equipment and presentation materials; coordinates all logistics so that events run smoothly.
• Maintains managers calendar and ocasionally makes travel arrangements. Performs other calendar-related or scheduling duties as needed.
• Prepares special reports and presentations that require data gathering, and comparing and summarizing data.
• Helps on-board new employees; may provide training.
• Creates spreadsheets and graphics for presentations.
• Performs data input and maintains established databases; ensures data is accurate.
• Monitors the department budget; tracks and compliles expense reports. Purchases department supplies and manages inventory. Submits and tracks department invoices.
• Submit and track EVS/Engineering/Facilities needs.
• Prepares and corrects timecards. Tracks employee attendance.
• Prepares documents for the manager from established templates, including meeting notes.
• Receives and screens telephone calls or visitors. Answers questions and provides information related to general department operations, policies and procedures using discretion for matters pertaining to confidential or sensitive information.
• May maintain the departments website.
• Performs other related duties as assigned.

Grade 7

Basic Qualifications:

Experience

• Minimum three (3) years of experience performing administrative support functions.

Education

• High School Diploma or General Education Development (GED) required.

License, Certification, Registration

• N/A

Additional Requirements:

• Project support skills, including paying attention to details; ability to support multiple complex tasks; and ability to set priorites.
• Ability to work independentily and take initiative for problem resolution.
• Ability to apply critical thinking to duties to ensure accuracy of work.
• Excellent customer service skills.
• Excellent oral & written communication skills.
• Advanced level proficiency with Microsoft Word; intermediate level proficiency with Excel; basic proficiency with PowerPoint.
• Must be able to work in a Labor-Management Partnership environment.

Preferred Qualifications:

• Bachelors degree preferred.