Job Summary:Manages day-to-day operations of information maintenance and distribution by providing directions to multiple multi-disciplinary teams. Manages service area workflow by determining staff assignments and resource allocation across multiple teams in partnership with management, vendors, and leadership. Oversees multiple teams in execution of highly-visible and impactful events by anticipating, assigning, and coordinating multiple team leads to supervise operational tasks in preparation for events. Leads budget management to teams by evaluating and implementing changes to department budget based on timeline, staffing, space, and equipment needs. Manages senior-level relationships with vendors by aligning complex vendor relationships with member and organizational goals and issues. Coaches teams on data integrity and reporting by anticipating and assigning high-impact operational tasks.Essential Responsibilities:
Provides developmental opportunities for others; builds collaborative, cross-functional relationships. Solicits and acts on performance feedback; works closely with employees to set goals and provide open feedback and coaching to drive performance improvement. Pursues professional growth; develops and provides training and development to talent for growth opportunities; supports execution of performance management guidelines and expectations. Leads, adapts, implements, and stays up to date with organizational change, challenges, feedback, best practices, processes, and industry trends. Fosters open dialogue amongst team members, engages, motivates, and promotes collaboration within and across teams. Delegates tasks and decisions as appropriate; provides appropriate support, guidance, and scope; encourages development and consideration of options in decision making.
Manages designated work unit or team by translating business plans into tactical action items; oversees the completion of work assignments and identifies opportunities for improvement; ensures all policies and procedures are followed. Aligns team efforts; builds accountability for and measuring progress in achieving results; determines and ensures processes and methodologies are implemented; resolves escalated issues as appropriate; sets standards and measures progress. Fosters the development of work plans to meet business priorities and deadlines; obtains and distributes resources. Removes obstacles that impact performance; identifies and addresses improvement opportunities; guides performance and develops contingency plans accordingly; influences teams to execute in alignment with operational objectives.
Manages day-to-day operations by: providing directions to multiple multi-disciplinary teams; evaluating new processes and systems to streamline and facilitate efficiency; developing, monitoring progress, and directing activities towards departmental goals; developing instructional materials for training on standardized processes for administrative tasks; acting as a point of escalation for multiple teams for complex and highly impactful day-to-day operations; maintaining partnerships with other functional areas; and partnering with department managers to ensure team administrative support needs are met.
Manages service area workflow by: determining staff assignments and resource allocation across multiple teams in partnership with management, vendors, and leadership; overseeing staffing-related deficiencies and reallocating department resources to ensure quality of service; planning for development of long-term business needs for department systems; driving application of strategies for effective resolution of complex requests, applying policy knowledge to ensure compliance and ensure (e.g., review charges) orders meet budget targets; driving application of strategies for effective resolution of high-level requests and developing innovative best practices to handle; reviewing and resolving escalated time card issues directly with staff; developing new staffing onboarding activities with advanced strategies to ensure employee growth and success; and leading team(s) to leverage the HR information system to proactively maintain knowledge of the contract language, highly complex pay practices (e.g., travel, shift differentials), and changes to job functions, job descriptions, and role goals.
Overseeing multiple teams in coordination and planning of high-visibility and impactful events by: enabling teams to conduct and serving as an expert resource for meeting faciliating through monitoring attendance, building the agenda, creating/compiling the presentation for flow, driving meeting participation and discussion, and carrying through follow-up actions/requests; and approving booking meeting rooms appropriate for highly complex audiences and meeting objectives.
Overseeing multiple teams in execution of high-visibility and impactful events by: anticipating, assigning, and coordinating multiple team leads to supervise operational tasks in preparation for events; ensuring adequate resources are allocated to execute high-level events successfully; prioritizing and monitoring key senior employee schedules and deadlines when organizing events for maximum availability; serving as a senior point of escalation and resolution for delicate high-impact issues during meetings and events; and developing and monitoring criteria for tracking desired event outcomes; and conducting a preparation meeting to ensure all factors are considered, evaluating the agenda, meeting minutes, and meeting summaries, generating and ensuring action-item follow through, conducting surveys to make process improvements, and coordinating high-stakes guest presentations in department meetings or large team meetings.
Leads budget management to teams by: evaluating and implementing changes to department budget based on timeline, staffing, space and equipment needs; guiding staff to ensure the services and processes are cost effective and meet department objectives; influencing the development of direction and strategy to ensure cost-effective events that meet budget requirements; reviewing and at times approving, complex vendor requests and evaluating the allocation of expenses through appropriate accounts.
Manages senior-level relationships with vendors by: aligning complex vendor relationships with member and KP goals and issues; building and maintaining long-term relationships with strategic leaders, members, and vendors; and sharing insights across teams for high-level innovative collaboration with issue resolution and setting future engagement standards.
Coaches teams on data integrity and reporting by: anticipating and assigning high-impact operational tasks; managing staff and service level complex reporting (e.g., productivity, weekly statistics, and statistical reports) are accurate, efficient, and completed to organizational standards; creating highly-complex reports for overall department budgets; and analyzing problem areas, identifying root causes, resolving data issues, measuring impact of changes, recommending process improvements and new solutions.
Manages alignment of strategic direction by: cross-referencing complex projects with organizational objectives, business plans, financial goals, regulatory agencies and service quality; developing advanced department direction and strategy; leading efforts to craft business development opportunities, department policies and procedures, and organizational goals; and planning multiple team efforts to enact set strategic directions and reviewing improvements to strategy approaches.
Minimum Qualifications:
Minimum one (1) year of experience managing operational or project budgets.
Minimum four (4) years of experience in a leadership role (e.g., mentoring or leading a project) with or without direct reports.
Bachelors degree in Communications, Business, Health Care or related field AND Minimum two (2) years of experience in administrative support or directly related field, OR Minimum five (5) years of experience in administrative support or a directly related field.
Additional Requirements:
Knowledge, Skills, and Abilities (KSAs): Negotiation; Interpersonal Skills; Project Management; Customer Experience; Computer Literacy; Strategic Alignment; Leverages Technology; Applied Data Analysis; Data Entry; Data Governance; Data Integrity; Vendor Management; Market Knowledge
COMPANY: KAISERTITLE: Administrative Services ManagerLOCATION: Los Angeles, CaliforniaREQNUMBER: 1314144External 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.