Administrative Specialist II

Part-time • Woodland Hills, California, United States • $31 - $41 / hour • 1w ago

Job Summary:

Assists with information maintenance and distribution by drafting integrative presentations, detailed correspondence, and reports, with minimal direction from senior colleagues. Supports workflow by assisting in the resolution of standard 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 limited guidance and general directions from senior colleagues. Begins to coordinate vendor relations activities by communicating and resolving basic information with vendors regarding member goals or issues, with minimal supervision. Starts to apply data maintenance and management by leveraging department data and documentation retention policies.

Essential Responsibilities:

Pursues effective relationships with others by sharing resources, information, and knowledge with coworkers and members. Listens to, addresses, and seeks performance feedback. Pursues self-development; acknowledges strengths and weaknesses based on career goals and takes appropriate development action to leverage / improve them. Adapts to and learns from change, challenges, and feedback; demonstrates flexibility in approaches to work. Assesses and responds to the needs of others to support a business outcome.
Completes work assignments by applying up-to-date knowledge in subject area to meet deadlines; follows procedures and policies, and applies data and resources to support projects or initiatives with limited guidance and/or sponsorship. Collaborates with others to solve business problems; escalates issues or risks as appropriate; communicates progress and information. Supports the completion of priorities, deadlines, and expectations. Identifies and speaks up for ways to address improvement opportunities.
Assists with information dissemination by: creating integrative presentations, handouts, reports/spreadsheets, graphics, status reports, resource management reports, and other deliverables with minimal direction from senior colleagues; writing detailed correspondence (e.g., letters, reports, confidential documents) to staff and managers, with guidance from senior colleagues with appropriate judgement and discretion; labeling, sorting, and maintaining the integrity of department files; and utilizing basic software and databases to retrieve required information, with minimal review to write reports.
Supports the work flow of the department by: assisting in the resolution of standard requests and issues from department managers on an ad-hoc basis; assesses problems or questions to propose resolution, with guidance; operating standard office equipment (e.g., email, fax, xerox); maintaining inventory control and stocking department office supplies, equipment, and employee work environment resources (e.g., space assignment, computer) in alignment with budgetary policies and escellating inventory issues; receiving, screening, and referring standard incoming and outgoing emails, calls, and visits to the appropriate staff member; inputting and editing 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, weighing alternatives and selecting the best and most appropriate option;
Assists with event execution by: arranging small-scale events, with limited guidance and general directions from senior colleagues; organizing standard travel arrangements for department head and/or staff members; assisting in execution of small group meetings, conferences with general direction; providing on-site coordination for standard issues, with minimal guidance; obtaining necessary standard audio-visual equipment, conference rooms, and catering for events; and distributing the agenda and taking meeting minutes in department meetings.
Starts to apply human-resources data maintenance and management by: leveraging department data and documentation retention policies; inputting, compiling, organizing, validating, tracking, and maintaining data integrity, and performing standard data analyses, with minimal guidance from senior colleagues; nd formatting straightforward graphs, spreadsheets, and reports.

Minimum Qualifications:

High School Diploma or GED, or equivalent OR Minimum one (1) year experience working in a corporate or business office environment.

Additional Requirements:

Knowledge, Skills, and Abilities (KSAs): Customer Experience; Computer Literacy; Data Entry; Data Integrity; Interpersonal Skills

PrimaryLocation : California,Woodland Hills,Woodland Hills Medical Center
HoursPerWeek : 1
Shift : Day
Workdays : Sun, Mon, Tue, Wed, Thu, Fri, Sat
WorkingHoursStart : 07:00 AM
WorkingHoursEnd : 03:30 PM
Job Schedule : Per Diem
Job Type : Standard
Employee Status : Regular
Employee Group/Union Affiliation : NUE-SCAL-01|NUE|Non Union Employee
Job Level : Individual Contributor
Job Category : Business Operations
Department : Woodland Hills Med Center - Admin Supp-Nursing Staff Ofc - 0801
Travel : No
Kaiser Permanente is an equal opportunity employer committed to fair, respectful, and inclusive workplaces. Applicants will be considered for employment without regard to race, religion, sex, age, national origin, disability, veteran status, or any other protected characteristic or status.

For jobs where work will be performed in unincorporated LA County, the employer provides the following statement in accordance with the Los Angeles County Fair Chance Ordinance. Criminal history may have a direct, adverse, and negative relationship on the following job duties, potentially resulting in the withdrawal of the conditional offer of employment:

Consistently supports compliance and the Principles of Responsibility (Kaiser Permanente's Code of Conduct) by maintaining the privacy and confidentiality of information, protecting the assets of the organization, acting with ethics and integrity, reporting non-compliance, and adhering to applicable federal, state, and local laws and regulations, accreditation, and licensure requirements (where applicable), and Kaiser Permanente's policies and procedures.

Models and reinforces ethical behavior in self and others in accordance with the Principles of Responsibility, adheres to organizational policies and guidelines; supports compliance initiatives; maintains confidences; admits mistakes; conducts business with honesty, shows consistency in words and actions; follows through on commitments.

Job duties with at least occasional or possible access to: (1) patients, the general public, or other employees; (2) confidential protected health information and other confidential KP information (including employee, proprietary, financial or trade secret information); (3) KP property and assets, for example, electronic assets, medical instruments, or devices; (4) controlled substances regulated by federal law or potentially subject to diversion.