Administrative Coordinator II

Kaiser Permanente • Woodland Hills, CA

224d

About The Position

The position involves facilitating information maintenance and distribution by learning and drafting routine and standard presentations, correspondence, and reports. The role requires organizing workflow by following detailed instructions to assist in resolving routine requests from front-line teams and department managers on an ad-hoc basis. The individual will assist with event coordination by beginning to coordinate and calendar meetings for directors and their direct teams, with guidance from senior colleagues. Additionally, the role includes assisting with event execution by arranging small-scale events under detailed instructions and monitoring from senior colleagues. The position also involves learning to execute data maintenance and management by developing a basic knowledge of department data and documentation retention policies.

Requirements

• High School Diploma or GED, or equivalent AND minimum one (1) year of experience working in a corporate or business office environment OR Minimum two (2) years experience working in a corporate or business office environment.
• Computer Literacy
• Data Entry
• Interpersonal Skills
• Customer Experience

Responsibilities

• Work with others within the work team to obtain and share basic information.
• Listen and address performance feedback; provide feedback to team members.
• Learn new relevant knowledge and skills; acknowledge strengths and weaknesses based on career goals and take action to leverage/improve them.
• Adapt to change, challenges, and feedback with moderate guidance.
• Respond to the needs of others to support completion of routine work tasks.
• Follow detailed, daily instructions to complete routine tasks with moderate supervision.
• Collaborate with others within the team to address routine and some non-routine task issues; communicate status and escalate more complex issues.
• Adhere to established priorities, deadlines, and expectations.
• Identify and speak up for improvement opportunities within the team.
• Facilitate information dissemination by learning and drafting routine and standard presentations, handouts, reports/spreadsheets, graphics, status reports, and other deliverables based on a working knowledge of business practices/process, with detailed direction from senior colleagues.
• Write correspondence (e.g., letters, reports, confidential documents) to staff and managers, with moderate guidance from senior colleagues.
• Follow broad guidance in labeling, sorting, and maintaining the integrity of department files.
• Organize the workflow of the department by following detailed instructions in the identification and assistance of the resolution of routine requests from front-line teams and department managers on an ad-hoc basis.
• Learn about potential problems and typical routes for resolution, with detailed instruction.
• Operate standard office equipment (e.g., email, fax, xerox), with specific goals and moderate guidance.
• Maintain routine inventory control and stock department office supplies, equipment, and employee work environment resources.
• Receive, screen, and refer straightforward incoming and outgoing mail, emails, calls, and visits to the appropriate staff member by following broad guidance.
• Assist with event coordination by beginning to coordinate and calendar meetings for directors and their direct teams, with guidance from senior colleagues.
• Find and book meeting rooms appropriate for the audience and meeting objectives, with routine monitoring.
• Assist with event execution by arranging small-scale events, with detailed instructions and monitoring from senior colleagues.
• Organize basic and routine travel arrangements for department head and/or staff members, with moderate supervision.
• Assist in execution of basic components in small group meetings, conferences; provide on-site coordination for simple issues, with detailed instruction.
• Assist to obtain necessary typical audio-visual equipment, conference rooms, and catering for events, with frequent routine review.
• Distribute the agenda and take simple meeting minutes in meetings.
• Learn to execute human-resources data maintenance and management by developing basic knowledge of department data and documentation retention policies.
• Input and monitor data to ensure integrity, and perform basic data analyses when requested, with guidance from senior colleagues.
• Format straightforward graphs, spreadsheets, and reports.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Ambulatory Health Care Services
• Education Level: High school or GED