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Support Services Administrative Senior

Primary Location Wailuku, Hawaii Job Number 1062281 Date posted 04/19/2022
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Description:

Includes meeting logistics support, correspondence and telephone management, calendar and travel scheduling/maintenance, and information research, handling and presentation.



Essential Responsibilities:

  • Performs moderately complex administrative activities.


  • Makes recommendations to improve office efficiencies.


  • Coordinates special events, large group meetings, conferences, and audio-visual equipment.

  • Maintain executive calendar, and travel itineraries.

  • Prepares and submits expense reports for executive/manager.

  • Coordinate processes for new employee work environment, to include space assignment, telephone and computer arrangement.

  • Coordinate and monitor resource moves, adds, or changes space reassignments.

  • Provide solutions to cell phones, pagers, computer hardware/software needs and problems.

  • Maintains and stocks department office supplies and equipment.

  • Assume floor steward role to ensure shared equipment and/or services are functioning/stocked properly.

  • Assumes liaison role between assigned unit and other Business units.

  • Labels, sorts and maintains department files.

  • Opens, date stamps, sorts, and delivers department mail.

  • Disseminates information such as policies and agendas to functional unit team.

  • Assists in researching and analyzing data to prepare reports for manager.

  • Researches, compiles, and formats information into databases and spreadsheets.  

  • May input data for performance evaluations into TCM on behalf of manager.

  • Participates in committee meetings, prepares and distributes agenda, takes and transcribes minutes, prepares presentation summaries, manages logistics and oversees action items.

  • Researches, compiles and formats information into databases and spreadsheets.

  • Creates graphics, presentation materials, status reports, resource management reports, etc.

  • Types, edits, and creates routine correspondence, such as forms, emails and letters.

  • Reviews manager's mail, drafts responses or refers issues to appropriate staff member.

  • Acts as an information source on organizational policies and procedures.

  • Basic Qualifications:

    Experience

  • Minimum five (5) years experience in a corporate setting.

  • Education

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

  • License, Certification, Registration

  • N/A



  • Additional Requirements:

  • Advanced Proficiency in the use of Microsoft Office products (Visio, Word, Excel, PowerPoint, and Schedule Plus)

  • Operational knowledge of ARIBA, VANTIVE, Customer Service Request System, NIKU, and payroll TIME Proficient in the use of email, fax equipment and Xerox equipment.



  • Preferred Qualifications:

  • Minimum one (1) year of experience supporting VP or 2nd level manager.


  • Associate's degree.
  • Primary Location: Hawaii,Wailuku,Maui Memorial - Wailuku Tower 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 Employee Status: Regular Employee Group/Union Affiliation: S03|AFSCME|UNAC-HGEA Job Level: Entry Level Department: MAUI MEMORIAL MEDICAL CENTER - Othr Rgnl-Regl IT Central Svcs - 3601 Travel: Yes, 10 % 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.