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Acting as the backbone of our organization, you’ll help support our commitment to total care as you build a career where you can realize your own potential.

Administrative Assistant IV-SOM

Primary Location Pasadena, California Schedule Full-time Shift Day Salary $30.38 - $39.29 / hour

Job Number 1386138 Date Posted 10/14/2025

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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

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,S. Los Robles Administration Scheduled Weekly Hours: 40 Shift: Day Workdays: Mon, Tue, Wed, Thu, Fri Working Hours Start: 08:00 AM Working Hours End: 04:30 AM 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 - Clinical Science - 9201 Pay Range: $30.38 - $39.29 / hour Kaiser Permanente is committed to pay equity and transparency. The posted pay range is based on possible base salaries for the role and does not include the value of our total rewards package. Actual pay determined at offer will be based on years of relevant work experience, education, certifications, skills and geographic location along with a review of current employees in similar roles to ensure that pay equity is achieved and maintained across Kaiser Permanente. Travel: Yes, 5 % of the Time

Kaiser Permanente is an equal opportunity employer committed to fair, respectful, and inclusive workplaces. Applicants will be considered for employment without regard to race, religion, sex, age, national origin, disability, veteran status, or any other protected characteristic or status.

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