Administrative Coordinator II

Job Summary:

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 the resolution of routine requests from front-line teams and department managers on an ad-hoc basis. Assists with event coordination by beginning to coordinate and calendar meetings for directors and their direct teams, with guidance from senior colleagues. Assists with event execution by arranging small-scale events with detailed instructions and monitoring from senior colleagues. Learns to execute data maintenance and management by developing basic knowledge of department data and documentation retention policies.

Essential Responsibilities:

• Works with others within 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/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 ones 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 ones team.
• Helps facilitate information dissemination by: learning and drafting routine and standard presentations, handouts, reports/spreadsheets, graphics, status reports, resource management reports, and other deliverables based on a working knowledge of business practices/process, with detailed direction from senior colleagues with minimal interpretation; writing correspondence (e.g., letters, reports, confidential documents) to staff and managers, with moderate guidance from senior colleagues; and following broad guidance labeling, sorting, and maintaining the integrity of department files.
• Organizes the work flow of the department by: following detailed instructions in the identification and assistance of the resolution of 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, xerox), 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) and may escalate inventory issues; and 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 execution of basic components in small group meetings, conferences; providing on-site coordination for simple issues, with detailed instruction; assisting to obtain necessary typical audio-visual equipment, conference rooms, and catering for events, with frequent routine review; and 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; and formatting straightforward graphs, spreadsheets, and reports.

Minimum Qualifications:

• High School Diploma or GED, or equivalent AND minimum one (1) year of experience working in a corporate or business office environment OR Minimum two (2) 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

Employment Information:

• Primary Location: California, Bakersfield, Discovery Plaza Medical Offices
• Hours Per Week: 40
• Shift: Day
• Workdays: Mon, Tue, Wed, Thu, Fri
• Working Hours Start: 07:00 AM
• Working Hours End: 05:00 PM
• Job Schedule: Full-time
• 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: Discovery Plaza MOB - Medical Office Admin Services - 0806
• Travel: Yes, 20% of the Time

• Kaiser Permanente is an equal opportunity employer committed to a diverse and inclusive workforce.

• 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.