Administrative Assistant Iv - School Of Medicine

Description:Job Summary:
Provides administrative and operational clerical support to Kaiser Permanente Bernard J. Tyson School of Medicine department managers and/or staff in the Office of the Dean and Board Services. Responsibilities may include scheduling/calendaring meetings and conferences, including Board and committee meetings; maintaining filing systems, and ordering/stocking office supplies. Types/proofreads/composes correspondence; creates graphs and presentations; researches issues as needed.
Essential Responsibilities:

• Provides more complex administrative support and project coordination for the department head, managers, and/or staff members to include the following.
• Manages multiple calendars and schedules/plans internal and external meetings.
• Arranges special events and board meetings requiring solid understanding of event planning and coordination.
• Coordinates with the KPSOM travel vendor and makes travel arrangements for the department head, Board of Directors 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.
• Creates, formats, and proofs reports and presentation materials with charts using Microsoft suite.
• 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 OneLink.
• Interacts daily with KP employees across multiple organizations, as well as external representatives, to discuss administrative and standard business processes.
• Manages internal recordkeeping systems, conference room scheduling, and organization of electronic filing system.
• 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 Microsoft Office Suite applications: Word, Excel and/or PowerPoint , depending upon department or business needs.
• Working knowledge of email and office equipment (fax, phone, copier, etc.).
• Ability to maintain confidentiality.
• Organized, self-starter with strong attention to detail and time management skills.
• Must be able to work in a Labor/Management Partnership environment.

Preferred Qualifications:

• Bachelors degree preferred.

Notes:

• Hybrid role.

Primary Location: California,Pasadena,KP School of Medicine
Scheduled Weekly Hours: 40
Shift: Day
Workdays: Mon, Tue, Wed, Thu, Fri
Working Hours Start: 09:00 AM
Working Hours End: 05:30 PM
Job Schedule: Full-time
Job Type: Standard
Employee Status: Regular
Employee Group/Union Affiliation: NUE-PO-01|NUE|Non Union Employee
Job Level: Individual Contributor
Department: SCHOOL OF MEDICINE - Dean's Office - 0308
Pay Range: $29.03 - $37.54 / hour The ranges posted above reflect the location in the job posting. The salary range may vary if you reside in a different location or state than the location posted.
Travel: Yes, 5 % of the Time At Kaiser Permanente, equity, inclusion and diversity are inextricably linked to our mission, and we aim to make it a part of everything we do. We know that having a diverse and inclusive workforce makes Kaiser Permanente a better place to receive health care, a more supportive partner in our communities we serve, and a more fulfilling place to work. Working at Kaiser Permanente means that you agree to and abide by our commitment to equity and our expectation that we all work together to create an inclusive work environment focused on a sense of belonging and wellbeing.
Kaiser Permanente is an equal opportunity employer committed to a diverse and inclusive workforce. Applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), age, sexual orientation, national origin, marital status, parental status, ancestry, disability, gender identity, veteran status, genetic information, other distinguishing characteristics of diversity and inclusion, or any other protected status. Submit Interest