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Administration, Clerical & Support

Provide Critical Support

Our company doesn't run without our administrative professionals. Come join a team where you will utilize your strengths and have the opportunity for personal growth, empowering you to realize your potential.

Senior Management Assistant

Location: Honolulu, HI Additional Locations:
Job Number: 800069 Date posted: 06/13/2019
Description:
Provides complex administrative and operational clerical support to department managers and/or staff. Serves as resource person to staff, members, and outside vendors. Researches, plans and arranges special events.  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. Additional responsibilities may include data gathering, compilation of findings utilizing spreadsheets, graphics and database software; tracking expenditures; managing expense reports; participating in budget development; training, and monitoring work of other support staff.


Essential Functions:

- Answers phones, takes messages, screens calls, and greets KP visitors or outside vendors. May monitor emails for others

- Manages the manager's calendar, and schedules/plans meetings.  Researches, plans and arranges special events including hotel and conference facilities. Makes travel arrangements for the department/staff or manager

- Writes detailed correspondence for managers and staff; independently updates department documents as needed

- Creates reports, presentation materials with charts and illustrations, and proofs content for accuracy

- Inputs data and maintains established databases; gathers and researches information. May analyze data

- Researches and collects information needed to complete project tasks or reports.

- Interfaces daily with KP employees across multiple organizations and external parties as a liaison for the department/function

- Tracks expenditures to include billing and payment authorization on behalf of the dept manager; authorizes recharges across business units. Manages expense reports

- May participate in budget development for equipment and supplies. May be responsible for tracking expenditures and variances to budgets

- Administers programs, projects, and/or processes specific to operating unit served.

- May serve as administrative liaison for others within and outside organization regarding administrative issues relating to purchasing, personnel, facilities, and operations.

- May conduct department-specific training

- May establish work priorities and scheduling. May train, monitor and check work of other administrative support staff

- May research and develop department administrative policies and procedures
Basic Qualifications:
Experience
- Minimum five (5) years of administrative assistant or related experience.
Education
- High School Diploma or General Education Development (GED) required.
License, Certification, Registration
- N/A

 

Additional Requirements:
- Type 50 wpm
- Demonstrated ability to prioritize and complete detailed work with accuracy and within time line requirements.
- Demonstrated knowledge of and skill in adaptability, interpersonal relations, oral communication, written communication, organization, customer service, teamwork, project management, problem solving, decision making, results orientation, influence, leadership, and group process facilitation.
- Demonstrated knowledge of and skill in word processing, spreadsheet, and database PC applications.



Preferred Qualifications:
- Bachelor's degree in business administration or related field.
- Specialized knowledge related to department (e.g. finance, compliance, benefits).
- Proficiency in taking and recording meeting minutes.
Primary Location: Hawaii,Honolulu,Hospital/Medical Offices 3288 Moanalua Rd. Scheduled Weekly Hours: 40 Shift: Day Workdays: Mon, Tue, Wed, Thu, Fri Working Hours Start: 8:00 AM Working Hours End: 4:30 PM Job Schedule: Full-time Job Type: Standard Employee Status: Regular Employee Group/Union Affiliation: Non-Union, Non-Exempt Job Level: Individual Contributor Job Category: Administration, Clerical and Support Services Department: Volunteer Services Travel: No 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.

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 and state laws, as well as applicable local ordinances, including but not limited to the San Francisco and Los Angeles Fair Chance Ordinances.

About Administration, Clerical & Support Services Careers

Administration, Clerical & Support Services Careers

From greeting callers and visitors and answering questions to coordinating schedules and arranging meetings, our administrative, clerical, and support teams consistently demonstrate extraordinary knowledge, skills, and abilities. They provide superior and culturally sensitive service to each other, our members, purchasers, contracted providers, and vendors.

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