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Kaiser Permanente · 8 hours ago

Administrative Specialist III

Los Angeles, CA

Full-time

Onsite

Entry, Mid Level

2+ years exp

Kaiser Permanente is a healthcare organization seeking an Administrative Specialist III to independently manage information maintenance and distribution. The role involves planning events, supporting department managers, and executing workflow while maintaining data integrity and collaborating with cross-functional teams.

Health CareHospitalMental HealthNon ProfitPersonal Health

Comp. & Benefits

Responsibilities

Pursues effective relationships with others by proactively providing resources, information, advice, and expertise with coworkers and members

Listens to, seeks, and addresses performance feedback; provides mentoring to team members

Pursues self-development; creates plans and takes action to capitalize on strengths and develop weaknesses; influences others through technical explanations and examples

Adapts to and learns from change, challenges, and feedback; demonstrates flexibility in approaches to work; helps others adapt to new tasks and processes

Supports and responds to the needs of others to support a business outcome

Completes work assignments autonomously by applying up-to-date expertise in subject area to generate creative solutions; ensures all procedures and policies are followed; leverages an understanding of data and resources to support projects or initiatives

Collaborates cross-functionally to solve business problems; escalates issues or risks as appropriate; communicates progress and information

Supports, identifies, and monitors priorities, deadlines, and expectations

Identifies, speaks up, and implements ways to address improvement opportunities for team

Independently plans and executes information dissemination by: drafting standard and nonstandard presentations, handouts, reports/spreadsheets, graphics, status reports, resource management reports, and other deliverables with regular review from senior colleagues; writing detailed correspondence (e.g., letters, reports, confidential documents) to staff, managers, and external members/providers, with review from team or manager; labeling, sorting, and maintaining the integrity of department files, independently; and utilizing a variety of software and databases to retrieve required information to write detailed reports

Executes the work flow of the department independently by: assisting in the novel resolution of standard and nonstandard requests from department managers on an ad-hoc basis; independently anticipating and offering assistance for business needs (e.g., manager email requests) that require support; operating standard office equipment (e.g., email, fax, xerox); beginning to maintain databases and websites, with review from senior colleagues/managers; maintaining inventory control, stocking, and providing solutions for department office inventory, equipment, and employee work environment resources (e.g., space assignment, computer) in alignment with budgetary policies and escalating inventory issues; receiving, screening, and referring nonstandard and standard incoming and outgoing emails, calls, and visits to the appropriate staff member; investigate time card issues and provide recommendations to management; learning about new staffing onboarding activities and assisting in execution, when necessary; and leveraging the HR information system to maintain knowledge of the contract language, standard/nonstandard pay practices (e.g., travel, shift differentials), and changes to job functions, job descriptions, and role goals, consulting senior colleagues or managers as needed

Contributes to event coordination by: beginning to develop relationships with leaders assistants and an understanding of organizational hierarchy to leverage when coordinating, calendaring, and facilitating meetings for directors and their direct teams with front line employees, independently; may be independently planning for meeting facilitation through PowerPoint presentation coordination, taking parking lot notes, ensuring equipment works, and ordering food when appropriate; finding and booking meeting standard and nonstandard rooms appropriate for the audience and meeting objectives, with general oversight

Contributes to event execution by: assisting senior colleagues to gather materials, plan, and arrange medium-scale events; organizing standard and nonstandard travel arrangements large, complex events for department head and/or multiple managers; assisting in execution of medium group meetings, conferences; providing on-site coordination for nonstandard and standard issues; independently plans coordination and execution of audio-visual equipment, conference rooms, and catering for events, with review by team or manager; and distributing the agenda, taking meeting minutes, summarizing and finalizing meeting summaries, and coordinating guest presentations in department meetings

Enacts human-resources data maintenance and management by: integrating department data and documentation retention policies into all products; inputting, compiling, organizing, validating, tracking, and maintaining data integrity for standard databases; and formatting straightforward graphs, spreadsheets, and reports

Qualification

Event CoordinationData ManagementPresentation SkillsCommunicationCritical ThinkingInterpersonal SkillsDependabilityLearning AgilityDiversityEquityInclusion SupportBusiness KnowledgeHealth Care IndustryCustomer ExperienceData EntryDrives ResultsOrganizational SavvyShort-Long-term Learning & RecallTopic-Specific CommunicationAttention to DetailTeamworkProblem SolvingIntegrityFacilitation Skills

Required

High School Diploma or GED, or equivalent AND two (2) years of experience in administrative support or related field, OR Minimum three (3) years of experience in administrative support or related field

Ambiguity/Uncertainty Management

Attention to Detail

Business Knowledge

Communication

Critical Thinking

Cross-Group Collaboration

Decision Making

Dependability

Diversity, Equity, and Inclusion Support

Drives Results

Facilitation Skills

Health Care Industry