Senior Staff Assistant

Kaiser Permanente; Modesto (CA); In loco; USD 45.000 - 65.000; Tempo pieno

Descrizione del lavoro

Kaiser Permanente in Modesto, CA is seeking an experienced administrative support professional under limited supervision to assist a department director. You will manage complex scheduling, prepare reports, and handle confidential information with tact.

The role includes onboarding new staff, creating presentations, handling budgets and invoices, and coordinating meetings and events. Strong communication and independent problem-solving are essential.

Competenze

• Minimum three (3) years of experience performing administrative support functions.
• High School Diploma or General Education Development (GED) required.

Mansioni

• Organizes and expedites the flow of work for the manager or department and initiates follow-up actions.
• Frequently accesses highly confidential and sensitive information; handles such information with judgment and tact.
• Arranges large conferences and meetings, securing rooms, equipment and materials; coordinates logistics.
• Maintains manager's calendar and occasionally makes travel arrangements; performs other calendar-related duties as needed.
• Prepares special reports and presentations that require data gathering, comparison, and summarization.
• Onboards new employees and may provide training.
• Creates spreadsheets and graphics for presentations.
• Performs data input and maintains databases; ensures accuracy.
• Monitors department budget; tracks expenses and submits invoices.
• Submits and tracks EVS/Engineering/Facilities needs.
• Prepares and corrects timecards; tracks attendance.
• Receives and screens calls; assists with department operations and policies.
• Maintains the department website (where applicable).
• Performs other related duties as assigned.

Conoscenze

Customer service

Written & verbal communication

Attention to detail

Multi-tasking & prioritization

Problem solving & initiative

Independent work

Labor-Management Partnership knowledge

Formazione

High School Diploma or GED

Bachelor's degree preferred

Strumenti

Microsoft Word

Excel

PowerPoint

Descrizione del lavoro

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.