Supervisor, Administrative Services - Los Angeles, United States - Kaiser Permanente

Kaiser Permanente

Verified Company

Los Angeles, United States

3 weeks ago

Posted by:

Mark Lane

beBee recruiter

Description

Job Summary:

Supervises day-to-day operations of information maintenance and distribution by assisting task work and providing directions to team. Leads team workflow by anticipating and offering assistance for business needs that require support independently.

Supervises team in event execution by anticipating, assigning, and coordinating multiple team leads to supervise operational tasks in preparation for events.

Provides preliminary leadership for budget management to team by monitoring and recommending improvements to department budget based on timeline, staffing, space, and equipment needs.

Manages relationships with vendors by aligning vendor relationships with member and organizational goals and issues. Coaches team on data integrity and reporting by anticipating and assigning operational tasks.

Essential Responsibilities:

Recommends developmental opportunities for others; builds collaborative, crossfunctional relationships. Solicits and acts on performance feedback; provides team members with feedback; and mentors and coaches to drive performance improvement. Pursues professional growth; provides training and development to talent for growth opportunities; supports execution of performance management guidelines and expectations. Implements, adapts, and stays up to date with organizational change, challenges, feedback, best practices and processes. Fosters open dialogue, supports, mentors, engages, and motivates team members on collaboration. Delegates tasks and decisions as appropriate; provides appropriate support, guidance and scope.
Supervises and coordinates daily activities of designated work team or unit by monitoring the execution and completion of tactical action items and work assignments; ensures all policies and procedures are followed. Aligns team efforts and standards, and measures progress in achieving results; determines and carries out processes and methodologies; resolves escalated issues as appropriate. Develops work plans to meet business priorities and deadlines; coordinates, obtains and distributes resources. Removes obstacles that impact performance; identifies and recommends improvement opportunities; influences teams to execute in alignment with operational objectives.
Supervises daytoday operations by: assisting task work and providing directions to team; developing new processes and systems to streamline and facilitate efficiency; developing instructional materials for training on standardized processes for administrative tasks; acting as a point of escalation for team for highly complex or special projects delivered to department head; and partnering with department managers to ensure team administrative support needs are met.
Supervises team in coordination and planning of large events by: leading teams to conduct meeting facilitating through monitoring attendance, building the agenda, creating/compiling the presentation for flow, driving meeting participation and discussion, and carrying through followup actions/requests; providing supervisory oversight for team to finding and booking meeting rooms appropriate for highly complex audiences and meeting objectives.
Supervises team in execution of events by: anticipating, assigning, and coordinating multiple team leads to supervise operational tasks in preparation for events; ensuring adequate resources are allocated to execute highlevel events successfully; prioritizing and monitoring key senior employee schedules and deadlines when organizing events for maximum availability; serving as a point of escalation and resolution for delicate highimpact issues during meetings and events; implementing and monitoring criteria for tracking desired event outcomes; and evaluating the agenda, meeting minutes, and meeting summaries, generating and ensuring actionitem follow through, and coordinating highstakes guest presentations in department meetings or large team meetings.
Provides preliminary leadership for budget management to team by: monitoring and recommending improvements 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; supporting development of direction and strategy to ensure costeffective events that meet budget requirements; reviewing and may be approving simple vendor requests; and directing the allocation of expenses through appropriate accounts.
Manages relationships with vendors by: aligning vendor relationships with member and organizational goals and issues; building and maintaining established relationships with strategic leaders, members, and vendors; and coordinates team to organize information in support of complex vendor negotiations (e.g., caterers, hotels) to ensure growth and success.
Coaches team on data integrity and reporting by: anticipating and assigning operational tasks; supervising the teams service level datainput and reporting (e.g., pro