Administrative Coordinator III

Kaiser Permanente-posted 4 months ago
Full-time • Entry Level
Seattle, 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.

  • 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.
  • Plan standard travel arrangements for department heads and 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.
  • 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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