This position supports the Physician-in-Chief (PIC) of Sacramento and reports to the TPMG Administrative Director. Successful candidate will coordinate all tasks, and perform all functions and responsibilities associated with the PIC office. Position is part of the TPMG Leadership support team. This includes working collaboratively with the Roseville PIC's Executive Staff Assistant on projects, events and intiatives as well as work with other leadership support team members throughout the North Valley.
Essential Functions:
- Independently provides most complex administrative support & project coordination for senior executive(s), & as needed, other senior management members to include the following: Provides administrative support for assigned area of responsibility that exists w/in an executive's* jurisdiction; represents executive to ensure required action is timely
- Manages inquiries (phones, email, in person) & directs to appropriate parties based on functional/operational knowledge; independently responds to routine to most complex inquiries
- Schedules the daily appointments for the executive
- Manages multiple calendars to include arranging complex special events; requires strong understanding of broad business requirements & coordination of ambiguous dependencies
- Coordinates arrangements for executive meetings & other events
- Collects information for the executive to prepare for meetings & other events
- Makes travel & lodging arrangements for the executive as required. Independently composes complex & detailed correspondence for senior executive(s) using in-depth KP knowledge, business acumen/functional knowledge or using knowledge of organization policy or procedures; independently researches & updates department documents usually of a confidential nature
- May use intermediate to advanced Word, Excel, PowerPoint, and/or Access functions & other software applications as needed
- Independently designs & creates reports & participates in special cross-functional projects that require complex project coordination & independent judgment, in response to business needs
- Manages executive travel & business expense budgets, as well as billing & payment authorization for planned & unplanned expenses & special events; handles recharges across business units
- Anticipates & proactively resolves potential budget overages
- May assist the executive and/or Finance liaison w/ the development of preliminary budgets for cost center(s)
- Interacts w/ KP executives, board members & employees across multiple organizations, as well as external representatives, serving as a liaison for the department/function to discuss & resolve complex administrative matters, business processes, & project activities to facilitate department goal attainment
- Coordinates workflow across KP departments; designs & implements new processes as needed
- Exchanges & interprets non-routine information; works in collaboration w/ various levels of staff & management
- Develops solutions to complex problems & scope requiring a thorough knowledge of KP department practices & the executive's area of responsibilities
- May deviate from established procedures to address unique/complex project work steps
- Provides periodic informal work guidance or direction & training to team members
- Works independently & checks in w/ manager at project milestones
- Exercises independent judgment & acts on behalf of executives w/in scope of authority
Qualifications:
Basic Qualifications:
- Seven (7) + years of experience performing administrative support functions for senior or executive level management.
- Experience in coordinating and providing support to large complex projects.
- HS or GED.
- Extensive knowledge of appropriate protocols for managing the phone, email, and office of executive and equivalent officers.
- Excellent written and verbal communication skills.
- Intermediate to advanced level proficiency with one or more of the following MS Office applications: (Word, Excel, PowerPoint, Access) and Lotus Notes.
- Ability to create tables; merge documents; create pivot tables; and develop graphics and PowerPoint presentations from notes.
- Strong proficiency with office equipment, including troubleshooting and training others.
- Excellent customer service and oral and written communication skills required.
- Expertise with word processing, spreadsheet, graphics and presentation software required.
- Must be able to work in a Labor/Management Partnership environment.
Preferred Qualifications:
- BA/BS preferred.
External hires must pass a background check/drug screen.
We are proud to be an equal opportunity/affirmative action employer.