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Kaiser Permanente Careers

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.

Manager, Service Area Admin

Location: Rockville, MD Additional Locations:
Job Number: 854726 Date posted: 01/10/2020
Description:
Independently provides most complex project coordination and administrative support to Delivery System Operations (DSO) leadership and, as needed, other senior management members to facilitate the efficient operation of the organization. Manage the Administrative Assistants that support the Service Area Directors. Coordinates shared workflow assignments to ensure continuity of operations in the Service Area. Holds administrative staff accountable to the core values and work agreements made by the team. Assists in developing tools and techniques for operational improvement training, communications and standardization of workflow procedures.  Ensures that the manual and electronic systems are in place and working to support the administrative staff and the leaders in their daily workflow.

Essential Responsibilities:
  • Executive Assistant/Project Coordinator
  • Maintain and manage the day to day schedule, appointments and overall long-term calendar planning for DSO leadership. Prioritize inquiries and requests while troubleshooting conflicts with little guidance; makes judgments and recommendations to ensure smooth day-to-day engagements. Manages multiple priorities to include arranging complex special events and logistics for DSO Service Area leader participation that require strong understanding of broad business requirements and coordination of ambiguous dependencies. Plan travel and lodging arrangements and ensure all logistics for the DSO Service Area leader are completed and accurate.
  • Facilitates all aspects of the meeting process. This includes but is not limited to taking meeting minutes, slide projection.
  • Assists DSO Service Area leader with project coordination. This includes but is not limited to developing project plans, updating those plans, identifying late tasks, maintaining change logs, maintaining issues/risk logs, manage project/department budgets and maintaining project documents in SharePoint.
  • Plan, coordinate, schedule and oversee elaborate and complicated initiatives and arrangements for the DSO Service Area Leader and leadership team, as necessary.  Ensure that all are accurate, appropriate, timely and accomplished in a cost-effective manner. This can include board meetings, retreats and off-sites and special events. Interacts with and/or directs internal staff and outside vendors/service providers to meet expectations.
  • Interacts with leaders, both internal and external, including but not limited to KP Leaders within Health Plan, MAPMG, National Leadership team, and employees across multiple organizations, as well as external representatives, serving as a liaison for the DSO Service Area leader to discuss and resolve complex administrative matters, business processes, and project activities to facilitate department goal attainment.  Regularly maintains highly confidential and sensitive information.
  • Establish and maintain strong working relationships with external partners specifically but not limited to the DSO Service Area leader participation on external boards and committees in the business community and strategic initiative partners.
  • Assure that all arrangements, logistics, materials, research, tools, presentations and services that the DSO Service Area leader may need for each event are planned for, prepared, and available when needed.  Uses judgment and initiative to follow up as necessary to ensure that all materials are available and timely for the leader.
  • Conduct research on various topics as assigned by the DSO Service Area leader to assist in preparation for internal and external presentations and speeches, background information, health care related information, competitive intelligence and/or the like.  Collect and develop information for the leader to prepare for meetings and events.
  • Independently composes detailed correspondence using in-depth KP knowledge, business acumen/functional knowledge or using knowledge of organization policy or procedures; independently researches and updates department documents usually of a confidential nature.
  • Manager
  • Supervises daily operations and actively assists and provides direction to subordinates as required.
  • Conducts routine staff meetings and shares the information discussed with the DSO Service Area leaders. Serves as a liaison between management, other departments, subordinates and/or members.
  • Has Kronos system review and approval responsibilities for all administrative staff and manages the PTO/vacation requests for all administrative staff.
  • Coordinates the annual review process with Executives for their administrative staff by assisting with the development of short and long-range departmental goals and objectives and ensuring timely completion of annual performance review process.
  • Reviews department/unit performance to ensure quality and/or quantity goals are met, including business and financial aspects.
  • Develops operating and customer service procedures.
  • Basic Qualifications:
    Experience
  • Minimum five (5) years support for senior management for mid-to-large company
  • Education
  • Bachelor's degree OR four (4) years of directly related experience required.
  • High School Diploma or General Education Development (GED) required.
  • License, Certification, Registration
  • N/A

  • Additional Requirements:
  • Proficiency in Microsoft Word, Excel, and PowerPoint required.
  • Discretion in handling sensitive and confidential materials required.
  • Demonstrated ability to establish priorities and reason on approaches to improve quality of service is required.
  • Proven ability to coordinate work flow and utilize interpersonal skills with all levels of the organization are required.
  • Experience in the use of, design, development and maintenance of databases and spreadsheets is required.
  • Excellent oral and written communication skills and knowledge of office management skills are required.
  • Outstanding problem-solving skills are required.
  • Ability to provide excellent customer service is required.
  • Strong organizational skills to set up systems, monitor timeliness of workflow, and completion of work are required.
  • Ability to prioritize and take actions in the absence of clear direction is required.
  • Ability to communicate effectively and appropriately with all levels of management, employees, members, executives of other organizations, the public and the media required.

  • Preferred Qualifications:
  • Minimum ten (10) years of administrative preferred.
  • Knowledge of Kaiser Health Plan departments and functions and/or other health organizations preferred.
  • Excellent organizational, time management, workflow and planning skills preferred
  • Primary Location: Maryland,Rockville,Rockville Regional Offices 2101 E. Jefferson St. Scheduled Weekly Hours: 40 Shift: Day Workdays: Mon, Tue, Wed, Thu, Fri Working Hours Start: 8:30 AM Working Hours End: 5:00 PM Job Schedule: Full-time Job Type: Standard Employee Status: Regular Employee Group/Union Affiliation: Salaried, Non-Union, Exempt Job Level: Manager with Direct Reports Job Category: Administration, Clerical and Support Services Department: Continuum of Care 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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