The Permanente Federation LLC (the Federation) is the national leadership and consulting organization for the eight Permanente Medical Groups (PMGs), which, together with the Kaiser Foundation Health Plans (KFHP) and Kaiser Foundation Hospitals (KFH), comprise Kaiser Permanente. The PMGs employ almost 23,000 physicians, approximately 90,000 nurses, other clinicians and staff, and provide care to over 12.2 million Kaiser Permanente members. The Federation works on behalf of the PMGs to optimize care delivery and advance Permanente Medicine – medicine that is patient centered, evidence based, technology enabled, culturally responsive, team delivered, and physician led. The Federation, based in Oakland, California, is dedicated to serving and leading Permanente Medicine, the Permanente Medical Groups, and Kaiser Permanente in support of our patients and members.
The people-of The Permanente Federation support each other in-creating an equitable, diverse, and inclusive culture. We-strive to be empathetic in our interactions with each other-and-learn-from-our-mistakes. We are committed to strengthening-our impact by-representing-the diverse population of patients and physicians we serve while-upholding a culture of fairness and acceptance.
SUMMARY:
In addition to the responsibilities listed below, this position is also responsible for beginning to coordinate department workflow; providing standard and nonstandard administrative support to senior leadership; coordinating intricate executive calendars and travel arrangements; notifying executive of issues that require immediate attention; anticipating the executive's upcoming needs; drafting and distributing details of highly confidential with discretion and cautionary judgement upon request; making basic commitments on the executive's behalf when interfacing with internal and external contacts; and independently resolving simple conflicts with the executive's best interests in mind.
Essential Responsibilities:
- Executes the work flow of the department independently by: assisting in the novel resolution of standard and nonstandard requests from department managers on an ad-hoc basis; independently anticipating and offering assistance for business needs (e.g., manager email requests) that require support; operating standard office equipment (e.g., email, fax, xerox); beginning to maintain databases and websites, with review from senior colleagues/managers; maintaining inventory control, stocking, and providing solutions for department office inventory, equipment, and employee work environment resources (e.g., space assignment, computer) in alignment with budgetary policies and escalating inventory issues; receiving, screening, and referring nonstandard and standard incoming and outgoing emails, calls, and visits to the appropriate staff member; investigate time card issues and provide recommendations to management; learning about new staffing onboarding activities and assisting in execution.
- Contributes to event coordination by: beginning to develop relationships with leaders' assistants and an understanding of organizational hierarchy to leverage when coordinating, calendaring, and facilitating meetings for directors and their direct teams with front line employees, independently; may be independently planning for meeting facilitation through PowerPoint presentation coordination, taking parking lot notes, ensuring equipment works, and ordering food when appropriate; finding and booking meeting standard and nonstandard rooms appropriate for the audience and meeting objectives, with general oversight.
- Contributes to event execution by: assisting senior colleagues to gather materials, plan, and arrange medium-scale events; organizing standard and nonstandard travel arrangements large, complex events for department head and/or multiple managers; assisting in execution of medium group meetings, conferences; providing on-site coordination for nonstandard and standard issues; independently plans coordination and execution of audiovisual equipment, conference rooms, and catering for events, with review by team or manager; and distributing the agenda, taking meeting minutes, summarizing and finalizing meeting summaries, and coordinating guest presentations in department meetings.
- Pursues effective relationships with others by proactively providing resources, information, advice, and expertise with coworkers and members.
- Creates plans and takes action to capitalize on strengths and develop weaknesses; influences others through technical explanations and examples.
- Adapts to and learns from change, challenges, and feedback; demonstrates flexibility in approaches to work; helps others adapt to new tasks and processes. Supports and responds to the needs of others to support a business outcome.
- Completes work assignments autonomously by applying up-to-date expertise in subject area to generate creative solutions; ensures all procedures and policies are followed; leverages an understanding of data and resources to support projects or initiatives.
- Collaborates cross-functionally to solve business problems; escalates issues or risks as appropriate; communicates progress and information. Supports, identifies, and monitors priorities, deadlines, and expectations. Identifies, speaks up, and implements ways to address improvement opportunities for team.
- Independently plans and executes information dissemination by: drafting standard and nonstandard presentations, handouts, reports/spreadsheets, graphics, status reports, resource management reports, and other deliverables with regular review from senior colleagues; writing detailed correspondence (e.g., letters, reports, confidential documents) to staff, managers, and external members/providers, with review from team or manager; labeling, sorting, and maintaining the integrity of department files, independently; and utilizing a variety of software and databases to retrieve required information to write detailed reports.
Basic Qualifications: Experience
- Minimum one (1) year of experience in leadership administrative support.
Education
- High School Diploma or GED, or equivalent AND minimum two (2) years of experience in administrative support or related field, OR ninimum three (3) years of experience in administrative support or related field.
License, Certification, Registration
TRAVEL & JOB LOCATION:
- Travel as required (approximately [ 5%] of time)
- Position is remote in nature.
PHYSICAL REQUIREMENTS:
Seeing: Must be able to read reports, research documents and use a computer. 75-100%
Hearing: Must be able to hear well enough to communicate with managers, co-workers and customers. 75-100%
Fingering/Grasping/Feeling: Must be able to write, type, use 10-key and phone system. 75-100%
Sitting: Must be able to sit for extended periods of time. 75-100%
Standing/Walking/Mobility: Must be able to stand to open files and operate office machines. Requires mobility between departments and to attend meetings. 25-49%
Lifting/Pulling/Pushing: Must be able to lift and move up to 10lbs. 25-49%
Climbing/Stooping/Kneeling 0-24%
WORK ENVIRONMENT:
General office environment: Work is generally sedentary in nature but may require standing and walking for up to 25% of the time. The working environment is generally favorable. Lighting and temperature are adequate, and there are no hazardous or unpleasant conditions caused by noise, dust, etc. Work is generally performed within an office environment, with standard office equipment available.
Note: The statements herein are intended to describe the general nature and level of work being performed by the employee(s) assigned to the classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of employees so classified.
EEOC STATEMENT:
The Permanente Federation, LLC provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. The Permanente Federation, LLC complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.
Preferred Qualifications:
- Five (5) years of Kaiser Permanente Experience
- Discretion; Leadership Communications; Customer Experience; Computer Literacy; Data Entry; Data Integrity; Interpersonal Skills
PrimaryLocation : California,Oakland,Ordway
HoursPerWeek : 40
Shift : Day
Workdays : Mon - Fri
WorkingHoursStart : 0800 PT
WorkingHoursEnd : 5:00 PT
Job Schedule : Full-time
Job Type : Standard
Employee Status : Regular
Employee Group/Union Affiliation :
Job Level : Individual Contributor
Job Category : Administrative & Support Services
Department : The Permanente Federation
Travel : Yes, 5 % of the Time
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.
