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Senior Staff Assistant

Primary Location Redwood City, California Job Number 1148978 Date posted 01/28/2023
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Under limited supervision, provides advanced level administrative support. Typically reports to a director or head of a department. Performs complex administrative duties, often without established procedures and precedents. Contacts are frequent with individuals representing other departments and outside organizations.

Essential Responsibilities:

  • Organizes and expedites the flow of work for the manager or the department and initiates any follow-up action.

  • Frequently accesses highly confidential and sensitive information; handles such information with judgment and tact.

  • Arranges large conferences and meetings, including securing the rooms, equipment and presentation materials; coordinates all logistics so that events run smoothly.

  • Maintains manager's calendar and ocasionally makes travel arrangements. Performs other calendar-related or scheduling duties as needed.

  • Prepares special reports and presentations that require data gathering, and comparing and summarizing data.

  • Helps on-board new employees; may provide training.

  • Creates spreadsheets and graphics for presentations.

  • Performs data input and maintains established databases; ensures data is accurate.

  • Monitors the department budget; tracks and compliles expense reports. Purchases department supplies and manages inventory. Submits and tracks department invoices.

  • Submit and track EVS/Engineering/Facilities' needs.

  • Prepares and corrects timecards. Tracks employee attendance.

  • Prepares documents for the manager from established templates, including meeting notes.

  • Receives and screens telephone calls or visitors. Answers questions and provides information related to general department operations, policies and procedures using discretion for matters pertaining to confidential or sensitive information.

  • May maintain the department's website.

  • Performs other related duties as assigned.

Grade 07

Basic Qualifications:


  • Minimum three (3) years of experience performing administrative support functions.

  • Education

  • High School Diploma or General Education Development (GED) required.

  • License, Certification, Registration

  • N/A

  • Additional Requirements:

  • Project support skills, including paying attention to details; ability to support multiple complex tasks; and ability to set priorites.

  • Ability to work independentily and take initiative for problem resolution.

  • Ability to apply critical thinking to duties to ensure accuracy of work.

  • Excellent customer service skills.

  • Excellent oral & written communication skills.

  • Advanced level proficiency with Microsoft Word; intermediate level proficiency with Excel; basic proficiency with PowerPoint.

  • Must be able to work in a Labor-Management Partnership environment.

  • Preferred Qualifications:

  • Bachelor's degree preferred.
  • Primary Location: California,Redwood City,Redwood City Hospital Scheduled Weekly Hours: 20 Shift: Day Workdays: Wk1: Thu, Fri; Wk2: Mon, Tue, Wed Working Hours Start: 08:00 AM Working Hours End: 04:30 PM Job Schedule: Part-time Job Type: Standard Employee Status: Regular Employee Group/Union Affiliation: A01|SEIU|United Healthworkers Job Level: Individual Contributor Department: Redwood City Hospital - HBS-MD - 0206 Pay Range: $34.92 - $41.16 / hour Travel: No 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.