Administrative Assistant IV-School of Medicine

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.

• 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.