Administrative Assistant IV – HealthWorks & Product Innovation
Provides administrative and operational clerical support to department managers and/or staff. Responsibilities may include answering phones and relaying messages/information to both departmental staff and callers; scheduling/calendaring meetings and conferences; maintaining filing systems; ordering/stocking office supplies; opening/sorting mail. Types/proofreads/composes correspondence; creates graphs and presentations; researches as needed.
Essential Functions:
- Provides more complex administrative support and project coordination for the department head, managers, and/or staff members to include the following:
- Answers phones, screens calls, takes messages, and routes to appropriate members/staff. Greets KP visitors or outside vendors. May monitor and/or respond to routine email/inquires for others.
- Manages multiple calendars and schedules/plans meetings. Arranges special events requiring solid understanding of event planning and coordination. Makes travel arrangements for the department head and/or staff members.
- Coordinates project proposals and recommends updates to department documents.
- Writes complex and detailed correspondence for senior managers/directors using KP knowledge and business acumen; independently updates department documents as needed.
- Monitors and identifies administrative budget issues to include billing and payment authorization for planned expenses and special events; handles recharges across business units.
- Manages expense reports through Concur.
- Interacts daily with KP employees across multiple organizations, as well as external representatives, to discuss administrative and standard business processes.
- Coordinates administrative workflow of the department; recommends new processes as needed.
- Performs other department specific duties as assigned.
- Considerable impact.
- Responsibilities may impact the achievement of department short-term objectives.
- Uses judgment to determine course of action and makes recommendations.
- Requires judgment in identifying and resolving complex issues.
- Must rely on knowledge and experience for problem solving of non-recurring, unique situations.
- Provides a variety of complex operational information to convey concepts and processes.
- Has considerable latitude to plan and organize one's own work.
- May have authority to assign work to others within the executive's jurisdiction.
Qualifications:
Basic Qualifications:
- Typically seven (7) to nine (9) plus years of administrative assistant experience supporting at the department head or executive level, or related experience.
- High school diploma, GED or related experience.
- BA/BS preferred.
- As a skilled specialist, completes tasks in creative and effective ways.
- Ability to learn and apply an advanced understanding of the organization and its functional policies and processes.
- Ability to manage dynamic calendars for management including event planning with external vendors.
- Advanced writing skills to compose more difficult, detailed correspondence and to recommend updates to department documents as needed.
- Intermediate to advanced knowledge of two (2) or more of Microsoft Office Suite applications: Word, Excel, PowerPoint and/or Access, depending upon department or business needs.
- Working knowledge of email and office equipment (fax, phone, copier, etc.).
- Requires ability to learn and apply an advanced understanding of a large, complex organization and its customers.