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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.

Administrative Assistant IV- Kaiser Permanente School of Medicine

Location: Pasadena, CA Additional Locations:
Job Number: 784386 Date posted: 05/01/2019
Description:

By joining the team that is designing and implementing the Kaiser Permanente School of Medicine, you will have the opportunity of a lifetime to create a medical school that will educate physicians for the 21st century and beyond and be a catalyst for change in medical education. This position will be working as a part of an extremely dynamic team of professionals supporting all aspects of the School of Medicine and the creation of the infrastructure, process, and procedures for the Kaiser Permanente School of Medicine. The team works from an interdependent model of practice and we are looking for someone who thrives in a highly challenging role within a high functioning team-based environment.


The Kaiser Permanente School of Medicine will offer more than a conventional medical education. It will provide students with the unique opportunity to be taught by the physicians of Kaiser Permanente and immersed in one the nation-s highest-performing health care organizations. Students will gain critical knowledge and real-world experience and benefit from unprecedented access to Kaiser Permanente's people, data and technology. This unparalleled approach, plus our deep commitment to resilience, well-being, and inclusion will create a culture where physicians are better prepared to face the health challenges of the future, while helping the nation-s diverse communities thrive. Learn more about the Kaiser Permanente School of Medicine at schoolofmedicine.kp.org.


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:


    • Bachelor's degree preferred.
    Primary Location: California,Pasadena,S. Los Robles Administration 100 S. Los Robles Ave Scheduled Weekly Hours: 40 Shift: Day Workdays: Mon, Tue, Wed, Thu, Fri Working Hours Start: 8:00 AM Working Hours End: 5:00 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: Medical Education Strategy Travel: Yes, 5 % of the Time 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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