KP HealthConnect Administrative Project Coordinator is responsible for administrative services of the KP HealthConnect department as well as supporting Project Management/Reporting activities for the team.
Essential Functions:
- Support project management activities.
- Create and update RPM projects for time-keeping and recharges.
- Monitor recharges and assure recharges are completed.
- Monitor and assure staff are keeping NIKU project time entries current.
- Support collection, entry, and updates to resource demand tool.
- Researches budget related inquiry and supports monthly budget report creation.
- Support collection of information needed for Project Management templates.
- Support creation and maintenance of project documents.
- Support communication activities to include owning communication drafts.
- Participate in process improvement activities and support implementation of recommendations as well as analysis of success.
- Other activities as assigned.
- Support administrative services of the KP HealthConnect department such as the following:
- Provide administrative support to KP HealthConnect directors and managers.
- Orders office supplies; maintains office printer, copier, fax supplies; and performs other administrative support functions.
- Assures all outgoing and incoming mail is appropriately managed.
- Completes all Telecommunications, IT requests, service requests and other appropriate requests for department.
- Tracks progress, monitors for outcomes and timely notifies the owner.
- Coordinates preparation of meetings, including departmental lunches, year-end meetings, etc.
- Role includes event planning, logistics, distribution and preparation of meeting materials, communication, support agenda preparation, procurement of data/telecommunications equipment, and supplies, and etc.
- Compile, transcribe and distribute meeting minutes.
- Ensures directories, department distribution lists, phone trees, and organization charts are kept up to date.
- Arrange and schedule out of area travel to include airfare, car transportation/car rental and lodging accommodation.
- Processes all departmental accounts payable requests, maintains files of these invoices and tracks/monitors progress to ensure invoices are paid on time and are accounted to the correct cost center.
- Coordinates registration for training.
- Schedules and proctors Epic certification exams.
- Uses a variety of software (Excel, Access, Word, PowerPoint, etc.) to provide administrative support
- Other administrative duties as assigned.
- Generate and analyze reports.
- RPM/NIKU reports.
- Resource supply/demand reports.
- Remedy system reports.
- Support management dashboard preparation.
- Other metric reporting as requested.
- Track team compliance metrics.
- Epic Certification Status.
- Yearly required training hours.
- Performs other duties as assigned.
Qualifications:
Basic Qualifications:
- Three (3) years of experience with administrative services function.
- Associate's degree in accounting, business, finance, communications or a related field OR equivalent years of experience required.
- Proficient with software used by the department such as Microsoft Excel, Microsoft Word, PowerPoint and Viso required.
- Strong ability to prioritize tasks and effectively manage time.
- Strong interpersonal and organizational skills required.
- Strong written and oral communication skills required.
- Demonstrated ability to work independently and collaboratively, as needed.
- Ability to multi-task and meet deadlines with many interruptions required.
- Self-motivated and able to grasp new concepts quickly required.
- Ability to resolve problem; take initiative, and to identify and propose new tasks and procedures required.
- Outstanding problem solving skills are required.
- Ability to provide Customer Service (and assistance) to internal customers is required.
- Due to the nature of this role, Kaiser Permanente (KP) HealthConnect Project Coordinator does not qualify for telecommuting.
Preferred Qualifications:
- Experience or proficient with MS Access & MS Project.
- Experience or Proficient with Remedy.
- Bachelor's degree in accounting, business, finance, communications, or related field preferred.
External hires must pass a background check/drug screen.
We are proud to be an equal opportunity/affirmative action employer.