As one of the nation's leaders in quality health care for over 55 years, Kaiser Permanente is dedicated to enhancing health care delivery through state-of-the-art information tools and top-notch talent. The experts at Kaiser Permanente Information Technology are at the heart of that mission and you can be one of them. If you are excited about working with cutting edge technology and have the right blend of creativity and experience, consider the following opportunity within our Care Delivery Portfolio.
The Care Delivery portfolio focuses on clinical services including electronic medical records, chart management, laboratory services, clinical reference, medical imaging, pharmacy, and patient care. We deliver services and solutions that improve lives, enable affordable care, and strategically differentiate us in the marketplace. We will be the standard against which others are measured-one with true passion for our people, our members, and our customers.
The Project Coordinator supports multiple executive level managers/programs/projects within various functional organizations. With minimal supervision, collects and researches specific client requirements for projects; identifies and documents functional requirements; gathers workflow data and basic system. Includes meeting logistics support, correspondence and telephone management, calendar and travel scheduling/maintenance, and information research, handling and presentation.
Essential Functions:
- Executes recommendations to improve office or organizational efficiencies.
- Strong Customer Service Orientation.
- May direct the duties of lower level staff.
- 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).
- Coordinates special events, large group meetings, conferences, and audio-visual equipment.
- Maintain executive(s) calendar, and travel itineraries.
- Prepares and submits expense reports for executive(s)/manager(s).
- 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.
- 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(s)
- 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.
- 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(s) 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.
- Independently completes project-related activities, and initiates project/program tasks.
- Coordinate project deliverables/issues with key stakeholders.
- Routinely completes complex assignments requiring independent action, and a high degree of initiative to resolve issues with consistency and accuracy.
- Creates and disseminates information (Project Plan, etc.), to project team members.
- Researches, compiles, and formats information into databases and spreadsheets.
- Responsible for organizational level operations including coding invoices, and acting as a liaison to Finance.
- Assumes liaison role between assigned unit and other KP-IT Business units.
- Functions as an information source on organization policies and procedures.
- Adheres to strict confidentiality and information privacy requirements.
- Coordinates special events, large group meetings, conferences, and audio-visual equipment.
- Coordinate and monitor processes for new employee work environment, to include space assignment, telephone and computer arrangement.
- Manage organizational level space and facilities processes for FTE's and contractors by coordinating resource moves, adds, or changes space reassignments.
- Requires interaction with KP-IT Facilities, Senior Management, and other KP-IT Business Units.
- Coordinate furniture rental or purchase.
- Applies KP-IT methodologies and standards in gathering, documenting, and analyzing business requirements.
- Guides project team on KP-IT Project Management processes and protocols.
- Analyze source data and identify risks.
- Identify areas of improvements for service and performance of KP-IT reporting tools and processes.
- Ensures required project documentation and reporting for key project time and budget requirements.
- Develops and maintains project document library.
- Documents and updates project action items/issues logs.
- Creates status reports, resource management reports, project status reports, and other customized reports as requested to comply with Governance or other mandates.
- Assists Project/Program Managers with tracking and reporting of project costs and status to ensure accuracy in reporting and to minimize project delays.
- Initiates Memo of Understanding, Project Schedule, Project Plan, Communications plan, Recharge Agreements, Business Cases, and Service Level Agreements.
Qualifications:
Basic Qualifications:
- A minimum of 3 years of experience in project coordination and/or related work.
- Functional knowledge of project management tools.
- Effective verbal, written, and interpersonal communication skills.
- Strong organizational and time management skills.
- Strong analytical, summarization, conceptualization, and prioritization of skills.
- Ability to initiate and drive process improvements.
- Strong negotiating and influencing skills.
- Ability to work independently with minimal supervision and within tight deadlines.
- Ability to manage rapidly and frequently changing priorities.
- Ability to communicate and interact effectively with all levels of management.
- Excellent organizational skills and detail orientation.
- Advanced, high level proficiency of Microsoft Office products (Visio, Word, Excel, Access, PowerPoint, and Microsoft Project).
- Exceptional customer service orientation.
Preferred Qualifications:
- Bachelor's degree or AA/AS degree.
- 2 years of KP experience.
- Operational knowledge and proficiency in NIKU Timekeeping, NIKU Workbench, ARIBA, VANTIVE, KPR, Data Repository, Business Objects, Customer Service Request System, and Microsoft Project.
External hires must pass a background check/drug screen.
We are proud to be an equal opportunity/affirmative action employer.