Kaiser Permanente Administrative Assistant IV - KP School of Medicine - Pasadena, CA in Pasadena, California

Provides administrative and operational clerical support to department managers and/or staff. Responsibilities may include answering phones and relaying messages/information to both departmental staff and callers; scheduling/calendaring meetings and conferences; maintaining filing systems; ordering/stocking office supplies; opening/sorting mail. Types/proofreads/composes correspondence; creates graphs and presentations; researches issues as needed.

Essential Functions:

  • Provides administrative and operational clerical support to department managers and/or staff. Responsibilities may include answering phones and relaying messages/information to both departmental staff and callers; scheduling/calendaring meetings and conferences; maintaining filing systems; ordering/stocking office supplies; opening/sorting mail. Types/proofreads/composes correspondence; creates graphs and presentations; researches issues as needed.

  • Manages multiple calendars and schedules/plans meetings. Arranges special events requiring solid understanding of event planning and coordination. Makes travel arrangements for the department head and/or staff members.

  • Coordinates project proposals and recommends updates to department documents.

  • Writes complex and detailed correspondence for senior managers/directors using KP knowledge and business acumen; independently updates department documents as needed.

  • Monitors and identifies administrative budget issues to include billing and payment authorization for planned expenses and special events; handles recharges across business units. Manages expense reports through Concur.

  • Interacts daily with KP employees across multiple organizations, as well as external representatives, to discuss administrative and standard business processes.

  • Coordinates administrative workflow of the department; recommends new processes as needed.

  • Performs other department specific duties as assigned.

Basic Qualifications:

Experience

  • Minimum seven (7) years of administrative assistant experience supporting at the department head or executive level, or related experience.

Education

  • High School Diploma or General Education Development (GED) required.

License, Certification, Registration

  • N/A

Additional Requirements:

  • As a skilled specialist, completes tasks in creative and effective ways.

  • Ability to learn and apply an advanced understanding of the organization and its functional policies and processes.

  • Ability to manage dynamic calendars for management including event planning with external vendors.

  • Advanced writing skills to compose more difficult, detailed correspondence and to recommend updates to department documents as needed.

  • Intermediate to advanced knowledge of two or more of Microsoft Office Suite applications: Word, Excel, PowerPoint and/or Access, depending upon department or business needs.

  • Working knowledge of email and office equipment (fax, phone, copier, etc.).

  • Must be able to work in a Labor/Management Partnership environment.

Preferred Qualifications:

  • Bachelor's degree preferred.

KPcareers.org/schoolofmedicinejobs

COMPANY: KAISER

TITLE: Administrative Assistant IV - KP School of Medicine - Pasadena, CA

LOCATION: Pasadena, California

REQNUMBER: 673477

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.