Senior Staff Assistant

Kaiser Permanente; Modesto (CA); On-site; USD 60,000 - 75,000; Full time

Job summary

Kaiser Permanente in Modesto, CA seeks an experienced Senior Staff Assistant to provide advanced administrative support under limited supervision. The role collaborates with a department head, handling confidential information, organizing meetings, preparing reports, and assisting with onboarding and training.

The position requires strong Word, Excel, and PowerPoint skills, attention to detail, and the ability to manage multiple complex tasks with independence. A Bachelor’s degree is preferred.

Qualifications

• Minimum three (3) years of experience performing administrative support functions.
• Excellent customer service skills and ability to handle confidential information.
• Advanced level proficiency with Microsoft Word; intermediate Excel; basic PowerPoint.

Responsibilities

• Organizes and expedites the flow of work for the manager or department.
• Maintains calendar and coordinates meetings and travel arrangements.
• Prepares reports and presentations requiring data gathering and summarization.
• On-boards new employees and may provide training.
• Tracks budgets, processes invoices, and manages inventory and supplies.
• Prepares documents from templates and handles phone/visitor inquiries.

Skills

Project support

Attention to detail

Prioritization

Independence

Critical thinking

Customer service

Oral communication

Written communication

MS Word

MS Excel

PowerPoint

Labor-Management Partnership

Education

High School Diploma or GED

Bachelor's degree preferred

Tools

Microsoft Word

Microsoft 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.

COMPANY: KAISER

TITLE: Senior Staff Assistant

LOCATION: Modesto, California

REQNUMBER: 1456435

External hires must pass a background check/drug screen. Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with Federal, state and local laws, including but not limited to the San Francisco Fair Chance Ordinance. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, protected veteran, or disability status.