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Operations Specialist I (Job Number: 581829)

Category: Administrative Staff
Foundation/Organization: Kaiser Permanente
Location: Oakland, CA
Date Posted: 04/21/2017
No matter what your job title, the work you do at Kaiser Permanente supports the health and well-being of the millions of men, women, and children who turn to us for care. That`s because all of us - from our talented corporate and business professionals to our care delivery experts who meet the needs of our members every day - are committed to providing the best possible care experience. With locations across the United States, we offer the opportunity to build a rewarding career in an environment that supports your success. Join us and put your beliefs into practice.  
Responsible for providing analytical/technical business support to the Institute for Health Policy (IHP).  As part of the Kaiser Permanente national Government Relations department (GR), IHP supports a public policy environment that promotes health and accessible high-quality care for our members and the communities we serve.  IHP supports Kaiser Permanente’s strategic goals by partnering with key internal and external stakeholders to inform and influence the public policy discourse in both short-term and long-term health policy priority areas. 
Under the overall general guidance of IHP’s Vice President and Senior Director, responsibilities include: researches relevant policy issues, presents findings, and makes initial recommendations for action; directs incoming correspondence to appropriate subject matter experts and responds directly to general inquiries; works with the IHP team, meeting planners, and event co-sponsors to execute successful internal and external events in the Bay Area, Washington, DC, and other locations; provides administrative support, including calendaring meetings, making travel arrangements, and expense reporting; tracks and organizes project milestones and deliverables to ensure on-time completion; organizes and maintains documentation for IHP projects; collaborates with IHP and GR to test and implement process and operational improvements; staffs meetings as needed, including developing agendas, preparing meeting summaries, and following up on promised action items; works to ensure that all IHP documents (print and online) have been subject to appropriate fact-checking, editing, and proofing; handles departmental financial transactions including processing vendor invoices and tracking receipts and reimbursements; and works collaboratively with the larger GR department.
Essential Functions:
• Under general supervision, creates narrative and quantitative reports in response to routine and custom reporting requests to meet informational requirements of KP management and/or external agencies and organizations for critical financial, departmental or operational analyses.
• Assists with identifying requirements for end-user systems applications, developing specifications of data, maintains specialized databases/tables and oversees processes and access to safeguard data integrity.
• Tracks and analyzes monthly national financial reports; consolidates and analyzes for trends.
• Participates in various special projects.
• Interacts with KP executives and employees across multiple organizations, as well as external representatives, serving as a liaison for the department/function to discuss complex administrative matters, business processes, and project activities to facilitate department goal attainment.
• Coordinates project work schedules to meet client expectations and raises conflicting deadlines to management's attention.
• Provides complex administrative and project support to the department heads and senior management using intermediate to advanced MS Office skills (Word, Excel, MS Project and/or PowerPoint).
• Other duties as assigned.
Primary Location: California-Oakland-Ordway One Kaiser Plaza 

Scheduled Hours (1-40): 40 Shift: Day Working Days: Mon - Fri Working Hours Start: 8:00AM Working Hours End: 5:00PM 

Schedule: Full-time 

Job Type: Standard 

Employee Status: Regular Employee Group (Union Affiliation): Non-Union, Non-Exempt 

Job Level: Individual Contributor 

Job: Administration, Clerical and Support Services Public Department Name: Government Relations 

Travel: No Job Eligible for Benefits: Yes 


• Minimum five (5) years of administrative and operational support within a specific functional level with increasing scope and discretion.
• Minimum two (2) years of functional analytical experience.

• High School Diploma or General Education Development (GED) required.
License, Certification, Registration
• N/A
Additional Requirements:

• Ability to apply and use thorough knowledge of KP's policies, practices, business processes, techniques, work standards and systems.
• Uses acquired knowledge of industry practices and standards.
• Intermediate knowledge of Excel to compile and create moderately complex spreadsheets and reports.
• Uses intermediate to advanced MS Office skills (Word, MS Project, and or/PowerPoint) to create moderately complex presentation materials with graphs, illustrations, etc.; proofreads content for accuracy and KP established formatting.
• Strong quantitative and analytical skills.
• Must be able to work in a Labor/Management Partnership environment.

Preferred Qualifications:

• Bachelor's degree preferred.

• Strong customer service skills.

• Ability to exercise independent judgment and act on behalf of IHP leadership.

• Demonstrated excellence in written and oral communications, project management and organization.

• Ability to manage multiple competing priorities within short turnaround times and to thrive in a fast paced environment.

• Ability to solve problems creatively and execute action plans independently based on approved project scope.

• Commitment to confidentiality and discretion in processing confidential information.

• Commitment to integrity and full compliance with the letter and spirit of all organizational policies and legal requirements.

• Ability to understand and navigate a large, complex organization and to work with diverse groups of people.

• Experience with Microsoft Office 360, Sharepoint, and WebEx. 

• Experience with social media including Twitter and LinkedIn.

• Experience with website design and maintenance.

External hires must pass a background check/drug screen. Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with Federal, state and local laws, including but not limited to the San Francisco Fair Chance Ordinance. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, protected veteran, or disability status.

Visit: https://kp.taleo.net/careersection/external/jobdetail.ftl?job=581829&tz=GMT-07%3A00

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