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Administrative Assistant IV-School of Medicine

  • Job
    Full-time
    Senior Level
  • People, HR & Administration
    Business, Operations & Strategy
  • Pasadena, +1

AI generated summary

  • You need 7+ years of senior-level admin experience, a high school diploma, advanced writing and Microsoft Office skills, and the ability to manage dynamic calendars in a partnership environment.
  • You will provide complex administrative support, manage schedules, coordinate events, handle travel arrangements, monitor budgets, write correspondence, and streamline workflows.

Requirements

  • Minimum seven (7) years of administrative assistant experience supporting at the department head or executive level, or related experience.
  • High School Diploma or General Education Development (GED) required.
  • 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.
  • Bachelors degree preferred.

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.

FAQs

What are the main responsibilities of the Administrative Assistant IV in the School of Medicine?

The main responsibilities include providing complex administrative support, managing calendars, scheduling meetings, coordinating project proposals, writing detailed correspondence, managing budget issues, and interacting with various employees and external representatives.

What are the required qualifications for this position?

The basic qualifications include a minimum of seven years of administrative assistant experience supporting at the department head or executive level, along with a High School Diploma or GED.

Is a Bachelor's degree required for this position?

A Bachelor's degree is preferred but not required.

What specific skills are necessary for this role?

Necessary skills include advanced writing abilities, the capability to manage dynamic calendars and event planning, intermediate to advanced knowledge of Microsoft Office Suite applications, and the ability to work effectively in a Labor/Management Partnership environment.

What software proficiency is required for this position?

The role requires intermediate to advanced knowledge of two or more Microsoft Office Suite applications, such as Word, Excel, PowerPoint, and/or Access.

What is the working environment like for this position?

The working environment is in a Labor/Management Partnership setting, requiring interaction with various organizational levels and external representatives.

Are there specific tasks related to budget management in this role?

Yes, the Administrative Assistant IV will monitor and identify administrative budget issues, handle billing and payment authorizations for expenses, and manage expense reports through Concur.

Will this position require event planning coordination?

Yes, the position involves scheduling/planning meetings and arranging special events, which requires a solid understanding of event planning and coordination.

Is there a preference for prior experience in the healthcare field for this role?

While the job description does not explicitly state a preference for healthcare experience, familiarity with the organizational structure and processes may be beneficial.

What additional duties may be assigned to this position?

The Administrative Assistant IV may perform other department-specific duties as assigned beyond those listed in the job summary.

Science & Healthcare
Industry
10,001+
Employees
1945
Founded Year

Mission & Purpose

We are relentless in our pursuit of excellence. Founded nearly 80 years ago, our unique business model sets us apart — positioning us to drive improvements across the industry and around the world. k-p.li/aboutKP As the nation’s leading not-for-profit health plan, we proudly serve 12.7 million members from 600+ locations in 8 states and Washington, D.C. Together, our 200,000+ employees and physicians work as one to positively impact the lives of our members, employees, and communities. Come drive quality, inspire excellence, and create change for the better. Bring your talents to Kaiser Permanente, and see your visionary ideas make a difference in the lives of others. This is your opportunity to shape the future of health care. Be essential. *Disclaimer: Please do not include any medical, personal or confidential information in your comments. Comments are encouraged; however, Kaiser Permanente reserves the right to moderate comments on this page as necessary to prevent medical, personal and confidential information from being posted on this site. In addition, Kaiser Permanente will remove all spam, personal attacks, profanity, and off-topic commentary. Comments containing advertisements about goods or services or announcements about news or events that are not related to Kaiser Permanente will be removed. Please note that your communications with Kaiser Permanente through this page are informal and are not part of Kaiser Permanente’s formal grievance process for members.