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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.

Senior Staff Assistant - Grade 7

Location: Santa Clara, CA Job Number: 709548 Date posted: 08/06/2018
Description: 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.

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

    Skills Testing*:Microsoft Word (Advanced), Microsoft Excel(Intermediate), Power Point (Basic)
    Primary Location: California,Santa Clara,Santa Clara Medical Offices 710 Lawrence Express W Scheduled Weekly Hours: 0 Shift: Day Workdays: On/Call Scheduled days and hours are dependent on departmental needs and may include holidays and weekends Working Hours Start: On/Call Working Hours End: On/Call Job Schedule: Call-in/On-Call Job Type: Standard Employee Status: Regular Employee Group/Union Affiliation: United Healthcare Workers - West Job Level: Individual Contributor Job Category: Administration, Clerical and Support Services Department: Centralized Staffing Office 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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