Administrative Coordinator III

Administrative Coordinator III – Kaiser Permanente

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Job Summary

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 one’s 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 judgment and discretion; enabling, 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 workflow 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 scheduling and calendaring meetings for directors and their direct teams with front line employees, with limited guidance; may support 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…