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Administrative Assistant IV-SOM
Administrative Assistant IV-SOMKaiser Permanente • Pasadena, CA, US
Administrative Assistant IV-SOM

Administrative Assistant IV-SOM

Kaiser Permanente • Pasadena, CA, US
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Administrative Assistant IV-SOM

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 :

  • 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 :

  • N / A

    • 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.
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    Administrative Assistant • Pasadena, CA, US