Administrative Coordinator III - Bellvue WA

Kaiser Permanente-posted 4 months ago
Full-time • Entry Level
Lynnwood, WA
Ambulatory Health Care Services
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The position involves assisting with information maintenance and distribution by drafting presentations, detailed correspondence, and reports. The role requires maintaining workflow by resolving routine and non-routine requests and issues from department managers on an ad-hoc basis. Additionally, the position includes event coordination, which involves calendaring meetings for directors and their teams, as well as executing small-scale events with minimal guidance. The candidate will also start applying data maintenance and management by leveraging knowledge of department data and documentation retention policies.

  • 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 one's team.
  • Assists with information dissemination by drafting presentations, handouts, reports/spreadsheets, graphics, status reports, and other deliverables based on a working knowledge of business practices/process, with minimal direction from senior colleagues.
  • Writes detailed correspondence (e.g., letters, reports, confidential documents) to staff and managers, with minimal guidance from senior colleagues and appropriate judgement and discretion.
  • Labels, sorts, and maintains the integrity of department files, with limited supervision.
  • Utilizes 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.
  • Identifies problems or questions to propose resolution, with instruction.
  • Operates standard office equipment (e.g., email, fax, xerox), with limited guidance.
  • Maintains inventory control and stocks department office supplies, equipment, and employee work environment resources in alignment with typical budgetary policies and escalating inventory issues.
  • Receives, screens, and refers standard incoming and outgoing emails, calls, and visits to the appropriate staff member.
  • Inputs and edits routine and non-routine time cards; learns about new staffing onboarding activities and assists in execution, when necessary.
  • Coordinates and calendars meetings for directors and their direct teams with front line employees, with limited guidance.
  • Supports meeting facilitation through PowerPoint presentation coordination, taking parking lot notes, ensuring equipment works, and ordering food when appropriate, with minimal day-to-day supervision.
  • Finds and books meeting rooms appropriate for the audience and meeting objectives, identifying alternatives and suggesting the best and most appropriate option.
  • Arranges small-scale events, with minimal guidance; plans for the organization of standard travel arrangements for department head and/or staff members; assists in execution of small group meetings, conferences with limited direction; provides on-site coordination for standard issues, with minimal guidance; obtains necessary standard audio-visual equipment, conference rooms, and catering for events, with some support; distributes the agenda and takes meeting minutes in meetings.
  • Starts to apply human-resources data maintenance and management by leveraging working knowledge of department data and documentation retention policies; inputs, compiles, organizes, validates, tracks, and maintains data integrity, and performs standard data analyses, with some guidance from senior colleagues; formats straightforward graphs, spreadsheets, and reports.
  • Minimum one (1) year 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.
  • Computer Literacy
  • Data Entry
  • Interpersonal Skills
  • Customer Experience
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