Administrative Assistant IV-SOM

Kaiser Permanente • Pasadena, CA

77d

About The Position

Provides administrative and operational clerical support to department managers and/or staff. Responsibilities may include answering phones and relaying messages/information to both departmental staff and callers; scheduling/calendaring meetings and conferences; maintaining filing systems; ordering/stocking office supplies; opening/sorting mail. Types/proofreads/composes correspondence; creates graphs and presentations; researches issues as needed.

Requirements

• Minimum seven (7) years of administrative assistant experience supporting at the department head or executive level, or related experience.
• High School Diploma or General Education Development (GED) required.
• Ability to learn and apply an advanced understanding of the organization and its functional policies and processes.
• Ability to manage dynamic calendars for management including event planning with external vendors.
• Advanced writing skills to compose more difficult, detailed correspondence and to recommend updates to department documents as needed.
• Intermediate to advanced knowledge of two or more of Microsoft Office Suite applications: Word, Excel, PowerPoint and/or Access, depending upon department or business needs.
• Working knowledge of email and office equipment (fax, phone, copier, etc.).
• Must be able to work in a Labor/Management Partnership environment.

Nice To Haves

• Bachelors degree preferred.

Responsibilities

• Provides more complex administrative support and project coordination for the department head, managers, and/or staff members.
• Answers phones, screens calls, takes messages, and routes to appropriate members/staff.
• Greets KP visitors or outside vendors.
• May monitor and/or respond to routine email/inquires for others.
• Manages multiple calendars and schedules/plans meetings.
• Arranges special events requiring solid understanding of event planning and coordination.
• Makes travel arrangements for the department head and/or staff members.
• Coordinates project proposals and recommends updates to department documents.
• Writes complex and detailed correspondence for senior managers/directors using KP knowledge and business acumen.
• Independently updates department documents as needed.
• Monitors and identifies administrative budget issues including billing and payment authorization for planned expenses and special events.
• Handles recharges across business units.
• Manages expense reports through Concur.
• Interacts daily with KP employees across multiple organizations, as well as external representatives, to discuss administrative and standard business processes.
• Coordinates administrative workflow of the department; recommends new processes as needed.
• Performs other department specific duties as assigned.

What This Job Offers

• Industry: Ambulatory Health Care Services
• Education Level: High school or GED