Administrative Specialist IV

Description: Job Summary:

Under limited supervision, supports the head of a department by providing advanced level administrative support and general office duties of a highly responsible and confidential nature. Communicates with contacts at all levels in and outside of the organization. Typically reports to a Director.
Essential Responsibilities:

• Organizes and expedites flow of work for the department managers office and the department in accordance to the managers method of operation. Schedules appointments and makes arrangements for meetings, conferences, and travel.


• Provides routine to moderately complex administrative support for the operations and procedures of the department. Prepares special reports that require gathering, comparing and summarizing data. Organizes and maintains files, correspondence and records. Handles and frequently accesses highly confidential and sensitive information. Initiates any follow-up action.


• Receives and screens telephone calls, letters, and/or visitors. Answers routine questions and provides information related to general department operations, policies and procedures using discretion for matters pertaining to confidential or sensitive information. Determines when to appropriately refer inquiries, requests or issues to managers or department staff members and follows up to ensure resolution on behalf of manager or department.


• Organizes and prepares routine correspondence for the department manager, as well as complex documents including reports, spreadsheets, presentations and various forms of communications documents requiring the integration of multiple office technology and software applications. May act as the departments office resource for word processing and spreadsheet application.


• Assists with tracking the department budget. Tracks and compiles expenses. Prepares monthly expense reports. May address issues to department manager.


• Performs other related duties following standard office routine, practices and procedures or instructions.

Basic Qualifications:
Experience

• Minimum five (5) years of experience performing administrative support functions for department managers.


• Minimum six (6) months of experience in coordinating and providing support to large complex projects.

Education

• High School Diploma or General Education Development (GED) required.

License, Certification, Registration

• N/A

Additional Requirements:

• Excellent customer service skills.
• Strong proficiency in MS Outlook.
• Demonstrate oral & written communication skills.
• Advanced level proficiency with MS Word, and intermediate level proficiency with PowerPoint, Excel or Access (required only if applicable to departments needs).
• Must be able to work in a Labor-Management Partnership environment.

Preferred Qualifications:

• Bachelors degree preferred.

Primary Location: California,Santa Clara,Santa Clara Medical Offices
Scheduled Weekly Hours: 40
Shift: Day
Workdays: Mon, Tue, Wed, Thu, Fri,
Working Hours Start: 07:30 AM
Working Hours End: 04:00 PM
Job Schedule: Full-time
Job Type: Standard
Worker Location: Onsite
Employee Status: Regular
Employee Group/Union Affiliation: NUE-NCAL-09|NUE|Non Union Employee
Job Level: Individual Contributor
Department: Santa Clara Homestead Hospital - Physical Therapy - 0206
Pay Range: $68100 - $88110 / hour The ranges posted above reflect the location in the job posting. The salary range may vary if you reside in a different location or state than the location posted.
Travel: No
On-site: Work location is on-site (KP designated office, medical office building or hospital). Worker location must align with Kaiser Permanente's Authorized States policy. At Kaiser Permanente, equity, inclusion and diversity are inextricably linked to our mission, and we aim to make it a part of everything we do. We know that having a diverse and inclusive workforce makes Kaiser Permanente a better place to receive health care, a more supportive partner in our communities we serve, and a more fulfilling place to work. Working at Kaiser Permanente means that you agree to and abide by our commitment to equity and our expectation that we all work together to create an inclusive work environment focused on a sense of belonging and wellbeing.

Kaiser Permanente is an equal opportunity employer committed to a diverse and inclusive workforce. Applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), age, sexual orientation, national origin, marital status, parental status, ancestry, disability, gender identity, veteran status, genetic information, other distinguishing characteristics of diversity and inclusion, or any other protected status. Submit Interest

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