What are the responsibilities and job description for the Program Coordinator position at Kaiser Permanente?
Job Summary:
Under limited supervision, serves as the program liaison by providing support duties to include the implementation, delivery and monitoring of a program. Activities require judgment and initiative to determine proper approach or action to take in non-routine situations and extensive knowledge of the organizational unit to include operating policies, procedures, and protocols, and administrative concepts, principles and accepted practices in the occupation.
Essential Responsibilities:
- Ensures smooth functioning of program in accordance with policies and procedures, regulations and other compliance requirements. Coordinates activities within and external to the department by answering questions about program operations, policies and procedures.
- Tracks milestones in project plans and contacts team members to ensure timely follow through and completion of assignments.
- Schedules conference rooms, caterers, audiovisual equipment and various support requirements for project teams. Coordinates administrative workflow of the department, and recommends new processes as needed. Participates in various committee meetings related to the ongoing development and modification of the program.
- Prepares various communication materials utilizing Word, PowerPoint, Excel, pivot tables, Visio and other similar software for a variety of management information reports.
- Screens phone and email inquiries; assesses problems or questions to determine appropriate response general policies and procedures.
- Performs assignments that require researching and collecting information, verifying validity of data and analyzing information. Prepares narrative, graphic and other presentation that summarizes findings and variances.
- Provide recommendations based on data analyses to include procedural and policy changes. Uses a variety of software and databases to retrieve required information and to prepare communications, letters, reports, confidential documents, etc. Utilizes databases to include data entry, extract data, identifying and correcting data, and running reports for management information, budget analysis, performance metrics and other required data.
- May oversee portion of a department budget and make budget recommendations as required. Independently tracks and compiles reports with actual to budget variances and trend analysis as required.
- Performs other related duties as required.
Secondary Functions:
- Up to 50% travel between Santa Clara sites on a monthly basis.
- May flex hours to 10am to 6:30pm as needed with notice.
- Scheduled days and hours are dependent on departmental needs and may include holidays and weekends.
Qualifications:
Basic Qualifications:
Experience
- Minimum five (5) years of experience performing administrative support functions for department managers.
Education
- High School Diploma or General Education Development (GED).
License, Certification, Registration
- N/A
Additional Requirements:
- Additional Requirements:Excellent customer service and oral and written communication skills required.
- Familiarity with use of databases such as Access to enter and to retrieve data for management information reporting and analysis.
- Advanced level proficiency with MS Word, and intermediate level proficiency with PowerPoint, Excel or Access (required only if applicable to departments needs).
- Accuracy, productivity, dependability and good attendance record a must.
- Must be able to work in a Labor/Management Partnership environment.
Preferred Qualifications:
- Experience in coordinating and providing support to large complex projects.
