Administrative Coordinator II

Helps facilitate information maintenance and distribution by learning and drafting routine and standard presentations, correspondence, and reports. Organizes workflow by following detailed instructions in the identification and assistance of routine requests from front-line teams and department managers. Assists with event coordination and execution, including small-scale events, with guidance from senior colleagues. Learns to execute data maintenance and management by developing basic knowledge of department data and documentation retention policies.

Responsibilities

• Works with others within the work team to obtain and share basic information.
• Listens and addresses performance feedback; provides feedback to team members.
• Learns new relevant knowledge and skills; acknowledges strengths and weaknesses based on career goals and takes action to leverage or improve them.
• Adapts to change, challenges, and feedback with moderate guidance.
• Responds to the needs of others to support completion of routine work tasks.
• Follows detailed, daily instructions to complete routine tasks with moderate supervision.
• Collaborates with others within the team to address routine and some non-routine task issues; communicates status and escalates more complex issues.
• Adheres to established priorities, deadlines, and expectations.
• Identifies and speaks up for improvement opportunities within the team.
• Facilitates information dissemination by:
  • Learning and drafting routine and standard presentations, handouts, reports/spreadsheets, graphics, status reports, resource management reports, and other deliverables based on business practices/processes, with detailed direction from senior colleagues.
  • Writing correspondence (e.g., letters, reports, confidential documents) to staff and managers, with moderate guidance from senior colleagues.
  • Following broad guidance for labeling, sorting, and maintaining the integrity of department files.
• Organizes the workflow of the department by:
  • Following detailed instructions to identify and assist in resolving routine requests from front-line teams and department managers on an ad-hoc basis.
  • Learning about potential problems and typical routes for resolution, with detailed instruction.
  • Operating standard office equipment (e.g., email, fax, copier), with specific goals and moderate guidance.
  • Maintaining routine inventory control and stocking department office supplies, equipment, and employee work environment resources (e.g., space assignment, computer); may escalate inventory issues.
  • Receiving, screening, and referring straightforward incoming and outgoing mail, emails, calls, and visits to the appropriate staff member by following broad guidance.
• Assists with event coordination by:
  • Beginning to coordinate and calendar meetings for directors and their direct teams, with guidance from senior colleagues.
  • Finding and booking meeting rooms appropriate for the audience and meeting objectives, with routine monitoring.
• Assists with event execution by:
  • Arranging small-scale events, with detailed instructions and monitoring from senior colleagues.
  • Organizing basic and routine travel arrangements for department head and/or staff members, with moderate supervision.
  • Assisting in the execution of basic components in small group meetings and conferences.
  • Providing on-site coordination for simple issues, with detailed instruction.
  • Assisting in obtaining necessary typical audio-visual equipment, conference rooms, and catering for events, with frequent routine review.
  • Distributing the agenda and taking simple meeting minutes in meetings.
• Learns to execute human-resources data maintenance and management by:
  • Developing basic knowledge of department data and documentation retention policies.
  • Inputting and monitoring data to ensure integrity, and performing basic data analyses when requested, with guidance from senior colleagues.
  • Formatting straightforward graphs, spreadsheets, and reports.

Requirements

• High School Diploma or GED, or equivalent AND minimum one (1) year of experience working in a corporate or business office environment.
• Minimum two (2) years of experience working in a corporate or business office environment (alternative to the above).

Skills

Core

• Ambiguity/Uncertainty Management
• Attention to Detail
• Business Knowledge
• Communication
• Critical Thinking
• Cross-Group Collaboration
• Decision Making
• Dependability
• Diversity, Equity, and Inclusion Support
• Drives Results
• Facilitation Skills
• Health Care Industry Knowledge
• Influencing Others
• Integrity
• Learning Agility
• Organizational Savvy
• Problem Solving
• Short- and Long-term Learning & Recall
• Teamwork
• Topic-Specific Communication

Functional

• Computer Literacy
• Customer Experience
• Data Entry
• Interpersonal Skills

Schedule

• Full-time
• 40 hours per week
• Shift: Day (08:00 AM – 04:30 PM)
• Workdays: Thursday, Friday, Saturday, Sunday, Monday

Pay

$25.09 - $32.47 per hour. Kaiser Permanente strives to offer a market-competitive total rewards package and is committed to pay equity and transparency. The posted pay range is based on possible base salaries for the role and does not reflect the full value of the total rewards package. Actual base pay determined at offer will be based on labor market data, internal alignment, and a candidate's years of relevant work experience, education, certifications, skills, and geographic location.