X - As-Needed / TEMP - PACE Clinic - Scheduler (Administrative Assistant)

CalOptima; Orange (CA); On-site; USD 50,000 - 70,000; Full time

Job summary

CalOptima Health, based in Orange, California, seeks an X - As-Needed / TEMP Scheduler (Administrative Assistant) for the PACE Clinic. The role emphasizes program support, reception relief, and respectful, patient-centered service in a busy clinical setting.

Responsibilities include arranging transportation, scheduling specialty appointments, maintaining confidential records, and collaborating with the clinical team to ensure timely care for participants.

Qualifications

• High school diploma or equivalent plus 1 year in a clinical setting.
• CPR and First-Aid certification required or must be obtained within 6 months.
• Willing to work evenings and weekend events.

Responsibilities

• Program support and receptionist relief as needed.
• Arrange transportation for participants and coordinate with vendors.
• Schedule specialty appointments and maintain communication with participants/families.
• Assist the team with department goals and collaborate with administrative staff.
• Document interactions into medical records and support IDT communications.

Skills

Customer service

Communication

Multitasking

Flexibility

Team collaboration

Problem solving

Computer literacy

Education

High school diploma or equivalent

CPR/First-Aid Certification

Associate degree

Tools

Microsoft Office

Medical records software

Job description

X - As-Needed / TEMP - PACE Clinic - Scheduler (Administrative Assistant)

CalOptima

Position Information

• Department: PACE- Clinic
• Salary Grade: 302 - $49,754 - $69,655 ($23.92 - $33.4880)
• Work Arrangement: Full Office
• Work Schedule: Monday through Friday; 8:00 a.m. to 5:00 p.m.
• Expected Assignment Duration: Up to six (6) months and/or 960 max hours

Submission Information

• The deadline to be guaranteed full review of your submission is due by November 12, 2026 by 9:00 p.m. PST. This position will remain open for a minimum of seven (7) days, but may be extended if a lack of qualified applicants are received or if we are hiring multiple positions.

Duties & Responsibilities

• 80% - Program Support
• Participates in a mission-driven culture of high-quality performance, with a member focus on customer service, consistency, dignity and accountability.
• Maintains and supports current Quality Initiatives related to specialty care services.
• Provides reception relief according to business needs.
• Arranges transportation services with participants, family, caregivers and contracted transportation vendors.
• Schedules specialty appointments with providers on behalf of participants.
• Maintains communication with participants and/or families regarding specialty services.
• 15% - Administrative Support
• Assists the team in carrying out department responsibilities and collaborates with others to support short- and long-term goals/priorities for the department.
• Coordinates work with other administrative staff within the PACE center.
• Maintains confidential and sensitive information and files regarding participants, policy and personnel with appropriate follow-up.
• Coordinates specialty appointments and services in collaboration with the clinical team.
• Reports any pertinent information to the clinical team and Interdisciplinary Team (IDT) to facilitate completion of specialty appointments.
• Documents interactions into medical records as per current workflows.
• 5% - Completes other projects and duties as assigned

Minimum Qualifications

• High school diploma or equivalent PLUS 1 year of experience working in a clinical setting required; an equivalent combination of education and experience sufficient to successfully perform the essential duties of the position such as those listed above may also be qualifying.
• CPR and First-Aid Certification required or must be obtained within six (6) months of date of hire.

Preferred Qualifications

• Associate degree.
• 1 year of health care experience.
• Bilingual in English and in one of CalOptima Health's defined threshold languages (Arabic, Chinese, Farsi, Korean, Russian, Spanish, Vietnamese).

Required Licensure / Certifications

• n/a

Knowledge & Abilities

• Develop rapport and establish and maintain effective working relationships with CalOptima Health's leadership and staff and external contacts at all levels and with diverse backgrounds.
• Work independently and exercise sound judgement.
• Communicate clearly and concisely, both orally and in writing.
• Work a flexible schedule; available to participate in evening and weekend events.
• Organize, be analytical, problem-solve and possess project management skills.
• Work in a fast-paced environment and in an efficient manner.
• Manage multiple projects and identify opportunities for internal and external collaboration.
• Motivate and lead multi-program teams and external committees/coalitions.
• Utilize computer and appropriate software (e.g., Microsoft Office: Word, Outlook, Excel, PowerPoint) and job specific applications/systems to produce correspondence, charts, spreadsheets, and/or other information applicable to the position assignment.

Physical Requirements (With or Without Accommodations)

• Ability to visually read information from computer screens, forms and other printed materials and information.
• Ability to speak (enunciate) clearly in conversation and general communication.
• Hearing ability for verbal communication/conversation/responses via telephone, telephone systems, and face-to-face interactions.
• Manual dexterity for typing, writing, standing and reaching, flexibility, body movement for bending, crouching, walking, kneeling and prolonged sitting.
• Lifting and moving objects, patients and/or equipment 26 to 50 pounds

Work Environment

If located at the 500, 505 Building or a remote work location:

• Work is typically indoors and sedentary and is subject to schedule changes and/or variable work hours, with travel as needed.
• There are no harmful environmental conditions present for this job.
• The noise level in this work environment is usually moderate.

If located at PACE:

• Work is typically indoors in a clinical setting serving the frail and elderly.
• There may be harmful or hazardous environmental conditions present for this job.
• The noise level in this work environment is usually moderate to loud.

If located in the Community:

• Work is typically indoors and sedentary and is subject to schedule changes and/or variable work hours, with travel as needed.
• Employee will occasionally work outdoors in varied temperatures.
• There may be harmful or hazardous environmental conditions present for this job.
• The noise level in this work environment is usually moderate to loud.

Equal Opportunity Statement

CalOptima Health is an equal opportunity employer and makes all employment decisions on the basis of merit. CalOptima Health wants to have qualified employees in every job position. CalOptima Health prohibits unlawful discrimination against any employee, or applicant for employment, based on race, religion/religious creed, color, national origin, ancestry, mental or physical disability, medical condition, genetic information, marital status, sex, sex stereotype, gender, gender identity, gender expression, transitioning status, age, sexual orientation, immigration status, military status as a disabled veteran, or veteran of the Vietnam era, or any other consideration made unlawful by federal, state, or local laws. CalOptima Health also prohibits unlawful discrimination based on the perception that anyone has any of those characteristics or is associated with a person who has, or is perceived as having, any of those characteristics.

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