PACE Administrative Assistant

SAN-Ysidro-Health; National City (CA); On-site; USD 42,000 - 62,000; Full time

Job summary

San Ysidro Health is seeking a PACE Administrative Assistant to provide administrative/secretarial support for the San Diego PACE program. You will schedule appointments, prepare materials, generate reports, enter data, and liaise with participants and caregivers to address issues and needs.

The role requires strong MS Office skills, excellent communication, and the ability to assist with policy procedures and office operations within a busy healthcare setting.

Qualifications

• High school diploma or GED required.
• Experience assisting and reporting to executive or upper level management.
• Bilingual in English and Spanish or Tagalog preferred.

Responsibilities

• Schedules meetings and manages conference room calendar.
• Prepares letters, memorandums, and reports.
• Maintains staff licenses/certifications and coordinates trainings.

Skills

Secretarial skills

Interpersonal skills

Bilingual English/Spanish

Data entry

Microsoft Office

Report generation

Education

High School Diploma or GED

Bachelor's degree preferred

Tools

Microsoft Office

Electronic health records

TruChart

Job description

Position Summary:

Under the direct supervision of the PACE Manager, the PACE Administrative Assistant Provides administrative/secretarial support for the Administration of San Ysidro Health-San Diego PACE and assists and coordinates administrative and operational activities for SYHC's San Diego PACE. The PACE Administrative Assistant is responsible for scheduling appointments, interviews, developing power point presentations, preparing binders, meeting agendas, generating reports, conducting data entry as needed and ordering necessary supplies for day center and PACE clinic. The PACE Administrative Assistant works closely with the Day Center Manager, PACE Program Manager, Marketing Manager and QA Manager, on activities related to Participant Relations including interfacing directly with participants and caregivers, documenting complaints/issues and assisting with resolving their immediate needs if possible.

Essential Functions of the Job:

• Schedules meetings and oversees conference room calendar. May make travel arrangements as needed
• Sort and distribute incoming mail, newsletters and faxes for Administrative staff including the Directors, Managers, and VP of Senior Health Services
• Prepares and types letters for mail out.
• Prepares internal memorandums as directed.
• Prepares administrative and financial reports, documents and other materials as directed including those of a confidential nature.
• Will track and monitor staff required licenses and certifications including BLS, ACLS and specific discipline licensure requirements. Will schedule trainings as needed to assist with CEU's. Will prepare and assist with the maintenance of personnel files.
• Will coordinate EPP activities including maintaining binders, updating policies and procedures, will maintain and update as needed contact information for SYH personnel Maintains confidential staff roster in accordance with EPP policy.
• Will maintain and update as needed contact information for facilities, plant support and other contracted vendors in relationship to building maintenance.
• Covers reception and IDT Coordinator as required/needed. Screens visitors and telephone calls.
• Manages petty cash; runs errands as needed/requested
• Assists in the preparation of participants welcoming packets and new employee orientation packets and employee trainings.
• Schedules appointments and keeps calendars for management team.
• Will assist with developing presentations including those that require power point.
• Prepares agendas, confirms attendance and records minutes
• Assists in coordination of special meeting and events including scheduling and overseeing catering
• Oversees inventory and purchasing to maintain forms, office supplies and clinical supplies.
• Schedules maintenance of office equipment as needed
• Coordinates work orders with Plant Support and IT team
• Assists with the coordination, planning and implementation of participant surveys
• Interfaces, assists, and acts as liaison between PACE Administration and other departments
• Assists in the development, application, and implementation of policies and procedures, objectives, quality assurance activities, safety, environment and infection control standards. Complies with all department, organization and government policies & procedures
• Works closely with Managers to address and ensures patient and customer satisfaction and effectively addresses complaints in a timely manner
• Works closely with managers to ensure quality and corporate compliance
• Adheres to SYHC and department attendance and punctuality policies and practices
• Attends meetings and training as required

Additional Duties and Responsibilities:

• Provide back up support to Reception staff as needed, including covering phones, checking in/out participants and visitors.
• Assist in the development, application and implementation of policies and procedures, objectives, quality assurance program, safety, environmental and infection control standards.
• Enhance professional growth and development through participation in educational programs, current literature, in-service meetings and workshops.
• Attend meetings as required and participate in committees as directed.
• Adheres to and models SYHC's core values and behaviors of Integrity, Excellence, Respect and Empowerment
• Adheres to SYHC and PACE attendance and punctuality policies and procedures
• Perform other related duties as assigned or requested

Job Requirements

Education Required (Minimum level of education):

High School Diploma or GED

Education Preferred:

Bachelor's degree in health or business related studies.

Certification Required:

CA Driver's License

Experience Required:

• Strong secretarial skills and interpersonal communication skills.
• Experience assisting and reporting to executive or upper level management.

Verbal and Written Skills Required to Perform the Job:

• Must have excellent oral and written communication skills.
• Bilingual in English and Spanish or Tagalog is strongly preferred.

Technical Knowledge and Skills Required Performing the Job:

Proficient in Microsoft applications and use of electronic health data systems, TruChart experience, preferred. At a minimum level have good computer literacy including internet navigation and research skills.

Equipment Used:

Computers, phones, personal vehicles, copy machines and fax machines and other office equipment.

Working Conditions and Physical Requirements:

Sitting, standing, walking, lifting, and exposure to noisy environments.