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Ariel, Department Secretary at Kaiser Permanente: Advize Career Interview
A Kaiser Permanente Department Secretary's career journey, starting with entry-level positions at Jamba Juice and Outback Steakhouse, demonstrates a path to a fulfilling and multifaceted role.
This individual's progression highlights the value of diverse experience, including administrative roles, customer service at Alaska Airlines, and ultimately, a position managing payroll and compliance for over 150 staff.
The work is described as "hectic" but rewarding, involving constant multitasking, strong organizational skills, and proficiency in Microsoft Office Suite.
A supportive team and flexible manager, combined with the satisfaction of mastering payroll and the considerable benefit of free healthcare, contribute to job satisfaction.
The biggest challenge is juggling competing priorities, particularly insurance referral processing. Success in this field requires hard work, a willingness to learn new skills, and embracing change.
Entry-level positions such as on-call or administrative assistant roles are recommended for undergraduates interested in pursuing a similar career path.
Advizer Information
Name
Job Title
Company
Undergrad
Grad Programs
Majors
Industries
Job Functions
Traits
Ariel Ayala
Department Secretary
Kaiser Permanente
N/A
N/A
General Studies / Not Applicable
Healthcare
Operations and Project Management
None Applicable
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Career Path of a Department Secretary at Kaiser Permanente
Ariel's career journey, beginning with roles at Jamba Juice and Outback Steakhouse, showcases a progression from entry-level positions to increased responsibility, culminating in "key holder" status at Outback. The subsequent career path included administrative and recruitment roles, customer service at Alaska Airlines, and eventually a department secretary position at Kaiser Permanente, where they now "wear three hats," handling competencies, compliance, scheduling, insurance processing, and payroll for over 150 staff, highlighting a dedication to achieving a goal within the healthcare field despite "seven years" of effort.
Main Responsibilities of a Department Secretary at Kaiser Permanente
Ariel's main responsibilities as a Department Secretary at Kaiser Permanente include managing payroll for over 150 staff—"payroll is a big deal"—and ensuring compliance with HIPAA and other regulations, including tracking employee competencies like BLS and TB tests. Additionally, the position involves processing numerous daily referrals and assisting with patient scheduling, showcasing a multifaceted role requiring extensive organizational and administrative skills.
A Day In The Life Of A Department Secretary At Kaiser Permanente
A day for a Kaiser Permanente department secretary is described as "hectic," involving constant multitasking between emails, team support, and compliance tasks like competency tracking and—most notably—manual payroll entry for 150 employees using "a plain black and green screen" system under tight deadlines. The role demands constant prioritization as supervisors and clinicians frequently interrupt with urgent requests, making "minutes and seconds" count in a rapidly changing workday.
Most Important Skills for a Department Secretary at Kaiser Permanente
A Kaiser Permanente Department Secretary's most crucial skills include "multitasking" and exceptional organizational abilities to quickly locate necessary materials. The position also demands strong computer skills, including proficiency in Microsoft Office Suite and typing at least 45 words per minute, along with familiarity with medical terminology and some prior experience in a medical setting or customer service.
Favorite Parts of Being a Department Secretary at Kaiser Permanente
Ariel's favorite aspects of their role as Department Secretary at Kaiser Permanente include a supportive and flexible manager—"a manager that is very, very, very flexible with your schedule, but also having your back"—and a fantastic team that feels like "a second family." The enjoyable work environment, combined with the engaging nature of payroll processing—"payroll is actually my favorite out of everything I do"—contributes significantly to their job satisfaction.
Biggest Challenges Faced By A Department Secretary At Kaiser Permanente
Ariel's biggest challenge as a Department Secretary at Kaiser Permanente is juggling competing priorities: "juggling too haves at the same time," specifically balancing insurance referral processing—a task demanding accuracy to avoid billing issues—"that can be very challenging sometimes"—with other departmental secretary duties and urgent supervisor requests. This highlights the high-stakes nature of their role and the need for efficient multitasking skills.
Favorite Parts of Working at Kaiser Permanente as a Department Secretary
Ariel, a Kaiser Permanente Department Secretary, highlights the significant value of the free healthcare benefits, stating, "who wouldn't want free healthcare?", emphasizing the substantial cost savings, especially for families. This demonstrates how compensation beyond salary plays a crucial role in career satisfaction within the healthcare industry.
What Type Of Person Thrives In The Healthcare Industry According To A Department Secretary At Kaiser Permanente
Kaiser Permanente's Ariel, a Department Secretary, identifies hard work and self-challenge as crucial for success in the healthcare industry, stating, "You gotta be a hard worker," and emphasizing the importance of challenging oneself to "learn different skills and learn new skills" for career advancement and personal growth. This approach, according to Ariel, enables individuals to not only thrive professionally but also personally.
What A Department Secretary At Kaiser Permanente Wishes They Had Known Before Entering The Healthcare Industry
Ariel, a Kaiser Permanente Department Secretary, found the interview process accurately reflected the role's reality, stating that the interviewers were "truthful about what to expect," a positive experience compared to other job searches. The most significant unexpected aspect of the position, however, was the "all the changes that can happen" within the medical field and its associated compliance paperwork.
Entry-level Positions for Aspiring Administrative Assistants at Kaiser Permanente
To enter Kaiser Permanente, the Department Secretary recommends starting with "any type of on-call position" to gain entry and then pursuing "entry level admin, um, admin assistant" roles. These administrative positions provide valuable office experience, broadening career opportunities and building a strong resume to help advance to higher levels, as reflected in their own career path.
Significant Career Lesson From a Department Secretary at Kaiser Permanente
Ariel, a Kaiser Permanente Department Secretary, emphasizes embracing change as a crucial career lesson, advising, "Don't be scared of change," and to actively seek better opportunities if a job is unsuitable. This proactive approach, coupled with a willingness to "challenge yourself," has helped navigate career paths and find meaning in the journey's progression.
How a Department Secretary at Kaiser Permanente Succeeded Without College
Ariel, a Kaiser Permanente Department Secretary, shared that despite not having a college degree, "work[ing] in different careers within a year or two" significantly aided career advancement. This experience, however, required extra effort to overcome the preference for candidates with degrees, illustrating the challenges faced by those pursuing career success without a college education.
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