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Administrative Coordinator III

  • Job
    Full-time
    Junior & Mid Level
  • Los Angeles

AI generated summary

  • You need 1 year in Communications, Business, or Health Care; a High School Diploma/GED and 2 years in an office or 3 years in an office. Must have computer skills, data entry, and good customer experience.
  • You will draft reports, manage schedules, assist in events, maintain data integrity, resolve issues, and support team collaboration with minimal supervision.

Requirements

  • Minimum Qualifications
  • Minimum one (1) years of experience in Communications, Business, Health Care, or a directly related field.
  • High School Diploma or GED, or equivalent AND minimum two (2) years of experience working in a corporate or business office environment OR Minimum three (3) years experience working in a corporate or business office environment.
  • Additional Requirements
  • Knowledge, Skills, and Abilities (KSAs): Computer Literacy; Data Entry; Interpersonal Skills; Customer Experience

Responsibilities

  • Assists with information maintenance and distribution by drafting presentations, detailed correspondence, and reports. Maintains workflow by assisting in the resolution of routine and non-routine requests and issues from department managers on an ad-hoc basis. Assists with event coordination by coordinating and calendaring meetings for directors and their direct teams, with limited guidance. Assists with event execution by arranging small-scale events, with minimal guidance. Starts to apply data maintenance and management by leveraging working knowledge of department data and documentation retention policies.
  • Pursues effective peer relationships within and across teams to obtain and share resources and information. Listens to, addresses, and seeks performance feedback; acts as an informal resource for less experienced team members. Actively seeks new relevant knowledge and skills based on strengths and weaknesses; reviews others work to help others learn. Adapts to change, challenges, and feedback with minimal guidance; demonstrates flexibility in work. Assesses and responds to the needs of others to support completion of work tasks.
  • Follows instructions to complete routine and non-routine work assignments with limited supervision. Collaborates with others to recommend appropriate solutions for routine and non-routine issues; escalates complex issues; communicates progress and information. Supports the completion of priorities, deadlines, and expectations. Identifies and speaks up for ways to address improvement opportunities within ones team.
  • Assists with information dissemination by: drafting presentations, handouts, reports/spreadsheets, graphics, status reports, resource management reports, and other deliverables based on a working knowledge of business practices/process, with minimal direction from senior colleagues; writing detailed correspondence (e.g., letters, reports, confidential documents) to staff and managers, with minimal guidance from senior colleagues and appropriate judgement and discretion; labeling, sorting, and maintaining the integrity of department files, with limited supervision; utilizing basic software and databases to retrieve required information, with some support to write reports.
  • Maintains the work flow of the department by: assisting in the resolution of non-routine and routine requests and issues from department managers on an ad-hoc basis; identifying problems or questions to propose resolution, with instruction; operating standard office equipment (e.g., email, fax, xerox), with limited guidance; maintaining inventory control and stocking department office supplies, equipment, and employee work environment resources (e.g., space assignment, computer) in alignment with typical budgetary policies and escalating inventory issues; receiving, screening, and referring standard incoming and outgoing emails, calls, and visits to the appropriate staff member; inputting and editing routine and non-routine time cards; and learning about new staffing onboarding activities and assisting in execution, when necessary.
  • Assists with event coordination by: coordinating and calendaring meetings for directors and their direct teams with front line employees, with limited guidance; may be supporting meeting facilitation through PowerPoint presentation coordination, taking parking lot notes, ensuring equipment works, and ordering food when appropriate, with minimal day to day supervision; finding and booking meeting rooms appropriate for the audience and meeting objectives, identifying alternatives and suggesting the best and most appropriate option.
  • Assists with event execution by: arranging small-scale events, with minimal guidance; planning for the organization of standard travel arrangements for department head and/or staff members; assisting in execution of small group meetings, conferences with limited direction; providing on-site coordination for standard issues, with minimal guidance; obtaining necessary standard audio-visual equipment, conference rooms, and catering for events, with some support; and distributing the agenda and taking meeting minutes in meetings.
  • Starts to apply human-resources data maintenance and management by: leveraging working knowledge of department data and documentation retention policies; inputting, compiling, organizing, validating, tracking, and maintaining data integrity, and performing standard data analyses, with some guidance from senior colleagues; and formatting straightforward graphs, spreadsheets, and reports.

FAQs

What are the primary responsibilities of the Administrative Coordinator III?

The primary responsibilities include drafting presentations and reports, maintaining workflow by resolving requests from department managers, assisting with event coordination, and managing data maintenance in alignment with departmental policies.

What qualifications are required for this position?

A minimum of one year of experience in Communications, Business, Health Care, or a related field is required, along with either a High School Diploma or GED plus two years of corporate office experience, or three years of corporate office experience.

What skills are necessary for success in this role?

Essential skills include computer literacy, data entry, strong interpersonal abilities, and a focus on customer experience.

Will I receive guidance while performing my duties?

Yes, you will receive limited guidance from senior colleagues while performing various tasks, but you are also expected to work independently.

How does this position support event coordination?

The Administrative Coordinator III assists by scheduling meetings, coordinating logistics for small-scale events, and providing on-site support during events, all with minimal guidance.

Is there a focus on team collaboration in this role?

Yes, the role emphasizes building effective peer relationships within and across teams to share resources and information and to facilitate collaboration on various tasks.

What types of software or tools will I be using in this position?

You will utilize basic software and databases for information retrieval, as well as tools for creating presentations and reports.

Will I be involved in human resources data management?

Yes, the role includes opportunities to apply knowledge of human resources data maintenance and management, including tracking and organizing data and performing standard data analyses.

Is experience in event planning necessary for this position?

While prior experience in event planning is beneficial, the role allows for development in this area, as you will be assisting with small-scale event coordination.

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.