Administrative Assistant IV-School of Medicine
Primary Location Pasadena, California
Worker Location Flexible
Job Number 1329218 Date posted 01/07/2025
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Description:
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.
Job Summary:
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 Responsibilities:
- Provides more complex administrative support and project coordination for the department head, managers, and/or staff members to include the following: Answers phones, screens calls, takes messages, and routes to appropriate members/staff. Greets KP visitors or outside vendors. May monitor and/or respond to routine email/inquires for others.
- 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:
- Bachelors degree preferred.
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
Worker Location: Flexible
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 - 9201
Pay Range: $30.38 - $39.29 / hour
Kaiser Permanente strives to offer a market competitive total rewards package and is committed to pay equity and transparency. The posted pay range is based on possible base salaries for the role and does not reflect the full value of our total rewards package. Actual base pay determined at offer will be based on labor market data and a candidate's years of relevant work experience, education, certifications, skills, and geographic location.
Travel: Yes, 5 % of the Time
Flexible: Work location is on-site at a KP location, with the flexibility to work from home.
Worker location must align with Kaiser Permanente's Authorized States policy.
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
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
