Kaiser Permanente Department Assistant, Broker Sales - Georgia Region in Atlanta, Georgia
Project coordination of various service and quality initiatives for the department of Broker Sales, Personal Advantage and Medicare in an effort to increase performance and meet/exceed established regional targets. Responsible for the creation and maintenance of the department schedules which affords access for appointment availability to members which is a major driver in member satisfaction. Most activity is based at the regional office; however some assignments may involve work at the remote locations presentation and enrollment sessions. Provides administrative assistance to department directors, managers, and account managers, Sales Executives, and staff, including day to day oversight of processes and projects such as meeting management (leadership meetings, inter-departmental work group meetings, GCF meetings, MSBD Meetings etc.). Must be self-motivated with great initiative and the ability to manage and prioritize multiple projects simultaneously. Must be able to work independently. Directs and coordinates department services and resources to support the department operational and customer service needs.
Schedule creation & Maintenance: Coordinates support process for departmental initiatives/projects. Manage communication of all departmental requests for management approval. Maintains health plan employees', department director and manager's schedules and approves time at the direction of the Department Administrator. Monitors employee health records and EHS standards for department. Organizes reminders and follow-up as necessary. Receive and track department QA results at the team level, verify completeness, monitor scores, and maintain files. Develop and tracking system to efficiently monitor completeness, accuracy, and timeliness. Provide necessary documents for monthly budgets and reports to the department director and manager. Supports leadership in annual preparation of capital and operating budgets. Performs data entry and quality checks of annual budget in partnership with financial services. The assistant will be responsible for providing leadership, and training for temporary assistance in department to ensure performance is as needed and projects are complete, accurate and on time. Assistant will own the responsibility of maintaining department schedule to include training sessions, presentations, business meetings and special projects. Management of all resources to maximize utilization and cost efficiency by developing and monitoring business processes that support the continuum of care and service between departments. Develop thorough understanding of KP policies, procedures, and programs as well as function of internal departments to effectively handle and transfer incoming phone calls and questions not related to the marketing department. Coordinate Marketing Department-sponsored Medical Office Open Houses in conjunction with Medical Office staff and other involved departments (i.e., Marketing Communications and Prevention Department). Oversee all related activities to ensure successful outreach to existing and prospective members/groups in our communities. Handle paperwork flow for setting up new employee and terminated employee, including phone, computer, training, etc. Schedule training and continuing education for department. Coordinate all off-site meetings and special events. Produces PowerPoint overheads or visual aids for presentations. Maintain Excel marketing databases (i.e. existing Account Assignment List, Account Mailing List, Account Termination List, and sold groups list) on a monthly basis. Coordinate mass mailings on regular basis for account segments as requested. Will need to be proficient in using Sales Connect and Active Strategy systems. Responsible for maintenance of promotional and collateral room, including ordering supplies as needed. Handle paperwork flow for travel arrangements, expense reports, IT requests, time sheets, etc.
Project Management: Giving much attention to detail, the Assistant will be the project coordinator to create and maintain various assigned projects, tracking and reporting systems. A check and balance system will be designed, maintained and used to ensure accuracy of the reports in preparation for presentation to various agents. Seeks input from Director and manager of Sales and Account Management as needed. Monitor program progress to ensure all objectives are delivered on time and within budget, and business results are realized. Monitor program timelines, milestones, and resource usage. Ability to creatively think out the box to initiate and manage various department service and quality projects in an effort to meet and exceed established targets. Champion projects and physically visit the modules to re-enforce and motivate the teams. Keeps the department on track in meeting deadlines, communicates information as appropriate and does needed follow-up. The Project coordinator function requires independent thinking and creativity with consultation with the Directors, Managers, and Account Management team as necessary. This function is designed to increase the service and quality performance of the department. Oversee, coordinate, maintain, and document events tickets for the department.
Department Meetings: Coordinate and facilitate departmental meetings to include ordering meals, preparation of agenda, coordinating the schedule for guest speakers, minute's creation and distribution, and preparation of documents and presentations. Flexibility is very important in this role for there are various monthly meetings to disseminate important information (i.e. updates, regional/departmental initiatives, in services, etc.) and having the assistant present is vital in that he/she is expected to organize the meetings and have needed resources available. The assistant serves as the 'point person' for the departmental meetings. Responsible for sending out meeting reminders and providing information to any absent team member from the meetings.
- Minimum three (3) years of broad based administrative support experience.
Bachelor's degree in healthcare, sales, or insurance setting OR four (4) years of experience in a directly related field.
High School Diploma or General Education Development (GED) required.
License, Certification, Registration
- Georgia Health Insurance License will need to be obtained.
Typing speed of forty five (45) words per minute required.
Proficiency in MS Office Applications.
Must be self-motivated with great initiative and demonstrate organizational, analytical, and problem solving skills, ability to work independently and to successfully project manage and prioritize multiple projects simultaneously.
Complete a Customer Service Assessment.
Knowledge of KP administrative operations and systems.
Customer service aptitude demonstrated through Customer Service Assessment.
Basic knowledge of insurance industry and HMO regulations preferred, including State and Federal laws.
Experience and knowledge of spreadsheet and database software preferred.
TITLE: Department Assistant, Broker Sales - Georgia Region
LOCATION: Atlanta, Georgia
External hires must pass a background check/drug screen. Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with Federal, state and local laws, including but not limited to the San Francisco Fair Chance Ordinance. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, protected veteran, or disability status.