Administrative Coordinator III

Kaiser Permanente • Los Angeles, CA

166d

About The Position

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.

Requirements

• 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.

Nice To Haves

• Computer Literacy
• Data Entry
• Interpersonal Skills
• Customer Experience

Responsibilities

• Draft presentations, handouts, reports/spreadsheets, graphics, and status reports based on business practices with minimal direction.
• Write detailed correspondence to staff and managers with appropriate judgment and discretion.
• Label, sort, and maintain the integrity of department files with limited supervision.
• Utilize basic software and databases to retrieve required information and write reports with some support.
• Assist in resolving routine and non-routine requests and issues from department managers on an ad-hoc basis.
• Identify problems or questions to propose resolutions with instruction.
• Operate standard office equipment with limited guidance.
• Maintain inventory control and stock department office supplies and resources in alignment with budgetary policies.
• Receive, screen, and refer standard incoming and outgoing communications to appropriate staff members.
• Input and edit routine and non-routine time cards.
• Learn about new staffing onboarding activities and assist in execution when necessary.
• Coordinate and calendar meetings for directors and their teams with limited guidance.
• Support meeting facilitation through PowerPoint coordination and ensuring equipment works.
• Find and book meeting rooms appropriate for the audience and meeting objectives.
• Arrange small-scale events with minimal guidance and plan standard travel arrangements for staff members.
• Provide on-site coordination for standard issues during events with minimal guidance.
• Obtain necessary audio-visual equipment and catering for events with some support.
• Distribute agendas and take meeting minutes during meetings.
• Input, compile, organize, validate, track, and maintain data integrity, performing standard data analyses with guidance from senior colleagues.

What This Job Offers

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