Kaiser Permanente Pasadena , CA 91101
Performs as a generalist, a variety of professional and advanced administrative support services with limited supervision for department, divisions, and their clients. The duties of this job includes, but is not limited to, dealing with complex and confidential departmental information and performing a variation of semi-routine analysis and developing reports, graphs and spreadsheets.
This position is expected to maintain and operate databases and automated systems. Receives no instruction on routine work, general instructions on new projects. Under general guidance, coordinates the day-to-day operational tasks of departmental staff; ensures that the support staff assignments of the department are organized, timely and efficient.
This position will provide guidance and implement department processes in accordance with established policies and procedures. Must have capability to deal with sensitive departmental and organizational matters, while working independently and relieving manager of routine administrative detail.
Coordinates and performs semi-routine data analysis, editing, and formatting to produce regular status reports, graphs, spreadsheets and presentation material.
Helps maintain and operates administrative databases and automated systems.
May coordinate and oversee the functions and activities of support staff to ensure tasks are completed in an efficient and timely manner.
Contributes to and supports department projects.
Responsible for coordination of recruitment postings and timekeeping for department.
Provides support for management in regards to leave management requests, and processing of new hires, transfers, and terminations.
Provides support and creation of presentations, such as posters, PowerPoints and graphics services, for the department.
Develops and produces standard and ad-hoc reports ensuring data accuracy and formatting.
May assist and execute analysis with limited supervision.
May assist with development to track best practices/lessons learned in order to assure these are leveraged into comparable future projects.
Prepares expenditure documents and Authorized Travel Requests based on material received/collected regarding travel. Assists with travel arrangements using latest tools and techniques and in alignment with Kaiser Permanente and Departmental Policy and Procedures.
Processes purchase orders and invoice requests; reconciles invoices and resolves discrepancies.
Reconciles corporate card statements, out-of pocket expenses and mileage reimbursements using OneLink Expense System.
May assist in the tracking of department budget, makes recommendations based on data collected toward payroll and non-payroll and other related budgetary requirements.
Orders office supplies and arranges for equipment repair.
Organizes and maintains confidential department files and records.
Maintains specialized project reference files used by management and staff.
Researches issues and attaches supporting documentation to assist manager and/or refers mail to appropriate staff member.
Handles complaints from staff and vendors, referring the complaint to appropriate staff and/or may assist with recommending action to resolve the issue.
Takes care of matters that do not require the management's attention and that fall within department practices, protocols and established policy.
Maintains manager's calendar & serves as focal point for scheduling and coordinating manager's time.
Orchestrates and organizes project meetings, schedules and materials such as agendas, timelines, reports and presentations. Provides support to group meetings including maintaining minutes and conducting meeting follow-up. Identifies required action and due dates.
Schedules meetings & makes commitments of manager's time based on personal knowledge of manager's workload and current issues of importance.
Assists with contacting administrative support services to arrange for coverage and schedule changes.
Minimum two (2) years of related experience in business administration and administrative analysis in a large/complex organizational environment.
Minimum two (2) years of experience in project management activities.
Bachelor's degree in business administration, economics, finance, accounting, operations, public health administration, computer science or other related field OR four (4) years of experience in a directly related field.
High School Diploma or General Education Development (GED) required.
License, Certification, Registration
Excellent customer service, oral written communication skills as well as exceptional organizational skills required.
Proficiency in use of computer word processing, spreadsheet and database programs required.
Ability to work with Investigators/Physicians at all levels in problem solving situations.
Experience in coordinating and providing support to medium or large complex projects.
Ability to work independently, use time management skills, exercise discretion and sound judgment.
Accuracy, productivity, dependability and good attendance record a must.
Must be resourceful and exercise good judgment in handling/releasing confidential/sensitive information.
Must be able to work in a Labor/Management Partnership environment.
Experience in research environment.
Project management/coordination experience.
Previous experience with background in lead responsibilities and ability to organize, prioritize and report work of others.
Ability to coordinate and delegate work assignments for staff.
Project management and organizational skills are preferred.
Schedule can change as needed
This is a temporary position.
Primary Location: California,Pasadena,S.
Los Robles Administration 100 S.
Los Robles Ave Scheduled Weekly Hours: 40 Shift: Day Workdays:
Mon, Tue, Wed, Thu, Fri Working Hours Start: 8:00 AM Working Hours End: 5:00 PM Job Schedule: Full-time Job Type: Standard Employee Status:
Temporary Employee Group/Union Affiliation: Non-Union, Non-Exempt Job Level: Individual Contributor Job Category:
Research and Development Department: Research & Evaluation Travel: Yes, 5 % of the Time
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