Job Opportunities

Administrative Assistant 4

Northwest Permanente (NWP) is a self-governed (physician led), multi-specialty group of over 1,500 physicians, surgeons, and clinicians, caring for over 576,000 members in OR and Southwest WA. Northwest Permanente has a full-time Administrative Assistant 4 position available in Primary Care Administration located in Portland, Oregon. This position provides diverse, complex administrative support and/or manages the office affairs of an executive, director level position, or large functional area requiring a thorough understanding of regional policies and procedures under minimal supervision.

Job Post Date: 2017-05-15
Office: Kaiser Permanente Bldg
City: Portland
State: Oregon

Description:

Northwest Permanente (NWP) is a self-governed (physician led), multi-specialty group of over 1,500 physicians, surgeons, and clinicians, caring for over 576,000 members in OR and Southwest WA. Northwest Permanente has a full-time Administrative Assistant 4 position available in Primary Care Administration located in Portland, Oregon.  This position provides diverse, complex administrative support and/or manages the office affairs of an executive, director level position, or large functional area requiring a thorough understanding of regional policies and procedures under minimal supervision.

MAJOR ACCOUNTABILITIES/ ESSENTIAL FUNCTIONS

  • Sign routine correspondence on behalf of supervisor, or in own name.  Receive requests for information concerning supervisor's programs; advise when material can be furnished and prepare it or follow up to see that such material is prepared in an appropriate and timely manner.
  • Provide support or be responsible for coordination of independent special projects. May assist in the budget process and maintain budget records. May coordinate, review and oversee the work of subordinate clerical employees.
  • Receives telephone and personal callers, in absence of supervisor, screen those which can be handled by others; make referrals, answer questions not requiring research or technical knowledge.
  • Act on supervisor’s behalf in accomplishing general & complex administrative matters which may involve making decisions & commitments within scope of delegated authority.
  • Make all necessary travel arrangements for supervisor and staff, including making reservations for transportation, hotel reservations and registration fees. Maintains and coordinates itineraries and preparation for travel related activities, including travel reports. 
  • Maintain supervisor’s calendar or multiple calendars and schedule appointments and conferences; assure that supervisor is fully briefed on matters to be considered before scheduled meetings. Includes coordinating catering and food supplied at meetings or conferences.
  • Provide a wide variety of services requiring a high degree of skill in office methods & functions. 
  • Maintain budget records, process requisitions, invoices and personnel forms
  • Process expense reports and credit card billing statements.
  • Other duties as assigned.

REQUIRED EXPERIENCE AND QUALIFICATIONS

  • 5 years of professional administrative experience and or experience utilizing progressively responsible administrative/executive level administrative support skills.
  • Excellent oral and written communication skills.
  • Experience in customer service or client relations.
  • Demonstrated ability to prioritize and complete detailed complex work with accuracy and within time line requirements.
  • Ability to work in a fast paced team environment.
  • Ability to execute duties using highest level of tact and integrity.
  • Proficiency in taking and recording minutes.
  • Working knowledge of specialized subject matter, specialized office equipment & complex office systems.
  • Experience developing presentations.
  • Proficient in business software including Word, Excel and PowerPoint