What are the responsibilities and job description for the Administrative Coordinator III position at Kaiser Permanente?
Job Summary:
Assists with information maintenance and distribution by drafting presentations, detailed correspondence, and reports. Maintains workflow by assisting in the resolution of routine and non-routine requests and issues from department managers on an ad-hoc basis. Assists with event coordination by coordinating and calendaring meetings for directors and their direct teams, with limited guidance. Assists with event execution by arranging small-scale events, with minimal guidance. Starts to apply data maintenance and management by leveraging working knowledge of department data and documentation retention policies.
Essential Responsibilities:
- Pursues effective peer relationships within and across teams to obtain and share resources and information. Listens to, addresses, and seeks performance feedback; acts as an informal resource for less experienced team members. Actively seeks new relevant knowledge and skills based on strengths and weaknesses; reviews others work to help others learn. Adapts to change, challenges, and feedback with minimal guidance; demonstrates flexibility in work. Assesses and responds to the needs of others to support completion of work tasks.
- Follows instructions to complete routine and non-routine work assignments with limited supervision. Collaborates with others to recommend appropriate solutions for routine and non-routine issues; escalates complex issues; communicates progress and information. Supports the completion of priorities, deadlines, and expectations. Identifies and speaks up for ways to address improvement opportunities within ones team.
- Assists with information dissemination by: drafting presentations, handouts, reports/spreadsheets, graphics, status reports, resource management reports, and other deliverables based on a working knowledge of business practices/process, with minimal direction from senior colleagues; writing detailed correspondence (e.g., letters, reports, confidential documents) to staff and managers, with minimal guidance from senior colleagues and appropriate judgement and discretion; abeling, sorting, and maintaining the integrity of department files, with limited supervision; tilizing basic software and databases to retrieve required information, with some support to write reports.
- Maintains the work flow of the department by: assisting in the resolution of non-routine and routine requests and issues from department managers on an ad-hoc basis; identifying problems or questions to propose resolution, with instruction; operating standard office equipment (e.g., email, fax, xerox), with limited guidance; maintaining inventory control and stocking department office supplies, equipment, and employee work environment resources (e.g., space assignment, computer) in alignment with typical budgetary policies and escalating inventory issues; receiving, screening, and referring standard incoming and outgoing emails, calls, and visits to the appropriate staff member; inputting and editing routine and non-routine time cards; and learning about new staffing onboarding activities and assisting in execution, when necessary.
- Assists with event coordination by: ating and calendaring meetings for directors and their direct teams with front line employees, with limited guidance; may be supporting meeting facilitation through PowerPoint presentation coordination, taking parking lot notes, ensuring equipment works, and ordering food when appropriate, with minimal day to day supervision; finding and booking meeting rooms appropriate for the audience and meeting objectives, identifying alternatives and suggesting the best and most appropriate option.
- Assists with event execution by: arranging small-scale events, with minimal guidance; planning for the organization of standard travel arrangements for department head and/or staff members; assisting in execution of small group meetings, conferences with limited direction; providing on-site coordination for standard issues, with minimal guidance; obtaining necessary standard audio-visual equipment, conference rooms, and catering for events, with some support; and distributing the agenda and taking meeting minutes in meetings.
- Starts to apply human-resources data maintenance and management by: leveraging working knowledge of department data and documentation retention policies; inputting, compiling, organizing, validating, tracking, and maintaining data integrity, and performing standard data analyses, with some guidance from senior colleagues; and formatting straightforward graphs, spreadsheets, and reports.
Qualifications:
Knowledge, Skills and Abilities: (Core)
- Ambiguity/Uncertainty Management
- Attention to Detail
- Business Knowledge
- Communication
- Critical Thinking
- Cross-Group Collaboration
- Decision Making
- Dependability
- Diversity, Equity, and Inclusion Support
- Drives Results
- Facilitation Skills
- Health Care Industry
- Influencing Others
- Integrity
- Learning Agility
- Organizational Savvy
- Problem Solving
- Short- and Long-term Learning & Recall
- Teamwork
- Topic-Specific Communication
Knowledge, Skills and Abilities: (Functional)
- Computer Literacy
- Customer Experience
- Data Entry
- Interpersonal Skills
Minimum Qualifications:
- Minimum one (1) years of experience in Communications, Business, Health Care, or a directly related field.
- High School Diploma or GED, or equivalent AND minimum two (2) years of experience working in a corporate or business office environment OR Minimum three (3) years experience working in a corporate or business office environment.
Preferred Qualifications:
- Associate's degree in Communications, Business, Health Care, or related field.
Salary : $28 - $36