8 days old

Support Services Administration Lead

Kaiser Permanente
Hyattsville, MD 20785
As a Support Services Administrative Lead, you will provide administrative support to a team of 3 Directors and their teams. You will be responsible for managing calendars, arranging meetings, making travel arrangements, and creating documents in Excel and Powerpoint. Additionally, you will create and distribute communications to the larger organization around system outages, new products and other IT announcements. This position is also responsible for reviewing invoices and submitting for payment, developing purchase requisitions and doing research in One Link, our AP system. This is a great entry level position in a growing IT organization that will provide experience and exposure to many areas including project management, consulting, software development and finance.

Includes meeting logistics support, correspondence and telephone management, calendar and travel scheduling/maintenance, and information research, handling and presentation.

Essential Functions:
- Scope: Position supports executive level manager by performing complex administrative activities that requires independent initiative and excellent judgment. Position may support multiple managers within various functional organizations. Position requires proficiency in Intermediate, Senior, and Lead level activities. Executes recommendations to improve office or organizational efficiencies.
- Supervision: With limited supervision, consistently and accurately completes complex assignments requiring independent action, and a high degree of initiative to resolve issues. May direct the duties of lower level staff.
- Tools/Software: Uses a variety of software applications to research, track, compose, schedule and coordinate communications. Uses a variety of software to compose both routine and sensitive communications and reports, (including graphics presentations and desktop publishing).  High level Proficiency in the use of Microsoft Office products (Visio, Word, Excel, PowerPoint, and Schedule Plus) Operational knowledge of ARIBA, VANTIVE, Customer Service Request System, NIKU, and payroll TIME Proficient in the use of email, fax equipment and Xerox equipment.
- Logistics: Coordinates special events, large group meetings, conferences, and audio-visual equipment, Maintain executive calendar, and travel itineraries. Prepares and submits expense reports for executive/manager. Coordinate processes for new employee work environment, to include space assignment, telephone and computer arrangement. Coordinate and monitor resource moves, adds, or changes space reassignments. Provide solutions to cell phones, pagers, computer hardware/software needs and problems. Maintains and stocks department office supplies and equipment. Assume floor steward role to ensure shared equipment and/or services are functioning/stocked properly. Assumes liaison role between assigned unit and other KP-IT Business units.
- Information Handling: Labels, sorts and maintains department confidential files. Opens, date stamps, sorts, and delivers department mail. Disseminates information such as policies and agendas to functional unit team. Creates databases and spreadsheets to monitor information as needed. Research and analyze data to prepare reports for Executive. Organizes and prioritizes large volumes of information and calls. Completes and/or reviews justification and Multiple Action Personnel Action Payroll forms for accuracy prior to submitting to executive for signature. May input data for performance evaluations into TCM on behalf of manager. Adheres to strict confidentiality and information privacy requirements.
- Communication: Demonstrates excellent verbal, written, and interpersonal communication skills. Negotiates conflict and difficult situations with tact and candor. Participates in committee meetings, prepares and distributes agenda, takes and transcribes minutes, prepares presentation summaries, manages logistics and oversees action items. Researches, compiles and formats information into databases and spreadsheets. Creates graphics, presentation materials, status reports, resource management reports, etc. Types, edits, and creates correspondence, such as forms, emails and letters. Reviews and edits all documents prepared for the executive and approves as needed. Acts as an information source on organization policies and procedures. Reviews executive's mail drafts responses or refers issues to appropriate staff member. Strong Customer Service Orientation.
Posted: 2020-02-10 Expires: 2020-03-11

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Support Services Administration Lead

Kaiser Permanente
Hyattsville, MD 20785

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