Kaiser Permanente - Washington Permanente Medical Group
Location: Renton, Washington
Internal Number: QUALI002660
Washington Permanente Medical Group (WPMG) is a clinician-led, self-governed and independent multi-specialty group practice, providing care to the more than 700,000 Kaiser Permanente patients in Washington state. We work unencumbered by traditional health care obstacles and without silos; prioritizing people over profits, collaboration over ego, and driven by a singular goal: our patients' health. At WPMG, we take care of the whole person, with a team to address the fundamental, social, and emotional needs that contribute to total health. We are clinicians motivated by the desire to make a purposeful difference in the communities we serve, and in how health care is delivered.
Kaiser Permanente-Washington Permanente Medical Group is seeking a full-time 1.0 FTE Administrative Project Coordinator to join our WPMG HQ team in Renton, Washington.
As a condition of employment, all clinicians and employees are required to verify COVID-19 vaccination status. As part of the pre-boarding process and before starting work, you will be required to verify your vaccination status, and will be provided an opportunity to apply for an accommodation based on a religious or medical reason, if needed.
The Project Coordinator performs advanced, highly responsible, professional secretarial and administrative services for the Care Management for Chronic Pain (CMCP) department at Washington Permanente Medical Group (WPMG). The primary focus of the Project Coordinator is to facilitate the work between Pharmacists, Nurses, and Contracted Providers with the goal of transitioning patients from unsafe opioid care plans to safer plans. The tasks primarily include outreach, scheduling and obtaining outside records.
The Project Coordinator deals with sensitive departmental and organizational matters, works independently, and manages the program's routine administrative details. The position is expected to exercise latitude and judgment to perform job responsibilities and resolve problems within established procedures and guidelines.
PRINCIPAL DUTIES & RESPONSIBILITIES
Responsible for coordinating meetings and work between Kaiser Foundation Health Plan of WA (KFHPW) pharmacists and nurses and outside healthcare providers to transfer patients from unsafe opioid care plans to safer plans.
Coordinates with the pharmacist, case manager nurse, outside providers to obtain medical records with discretion and confidentiality while tracking the progress at each stage.
Meeting Coordination and Calendar Management:
Coordinates administrative and logistical arrangements for conference rooms, conference calls and other meeting events.
Distributes meeting notices and agendas.
Attends meetings as needed to record minutes, track agenda, decisions and action items.
Maintains calendars and serves as focal point for scheduling and coordinating time based on personal knowledge of workload and current issues of importance.
Briefs staff on matters to be considered before meetings and appointments.
Coordinates travel and expenses by independently handling travel arrangements for meetings as needed.
Tracks initiatives and collects data as applicable.
Connecting with patients to facilitate coordination of care.
Keeps department staff apprised of important/relevant matters.
Uses word processing software to prepare and format interoffice communications, letters, reports, confidential documents, etc.
Tracks and compiles expense receipts and reports.
Takes care of matters that do not require the team's attention and that fall within department practices, protocols and established policy.
Refers substantive questions requiring content knowledge to others.
Relieves department staff of routine administrative detail.
Orders office supplies and arranges for equipment repair as needed.
Other duties as assigned.
High School Diploma or General Education Development (GED)
Associate's or Bachelor's degree
2 or more years
Work experience in a role requiring interaction with senior leadership (e.g. Director level and above)
2 or more years
Experience working with WPMG and familiarity with organizational practices
2 or more years
Exhibiting efficiency, self-direction, willingness to learn, and results orientation
2 or more years
Working in a busy office environment with conflicting demands, and to work under pressure with strict deadlines
KNOWLEDGE & SKILLS
Ability to work independently with indirect supervision and learn quickly to apply in-depth knowledge of department practices.
Ability to problem solve and exercise good judgement in handling/releasing confidential/sensitive information.
Demonstrated customer service and interpersonal skills; ability to effectively communicate with all levels of management (internal/external), and staff.
Intermediate knowledge of Microsoft Office Suite applications (Outlook, Word, Excel, PowerPoint, OneNote, etc.).
Ability to attend to details, prioritize and complete multiple tasks independently in a fast-paced environment and following agreed upon timelines