Position Summary:

Under the direct supervision of the PACE Senior Program Director of Operations and Chief Medical Officer, the PACE Administrative Assistant Provides administrative/secretarial support for the Administration of San Diego PACE assists and coordinates administrative and operational activities for 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, managing employee timesheets, 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:

• 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.
• Screens visitors and telephone calls.
• Manages petty cash (as needed)
• Schedules appointments and keeps calendars for management team.
• Will assist with developing presentations including those that require power point.
• Prepares meeting rooms, agendas, confirms attendance, records minutes of meetings as needed.
• Assists in coordination of special meetings 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
• In conjunction with the Executive Assistant, acts as a Building Manager for the SD PACE corporate building. 
• Coordinates work orders with Plant Support and IT team. 
• 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.
• Provide back up support to Reception staff as needed, including covering phones, checking in/out participants and visitors.

Other Responsibilities:

• 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 equivalent required.
• Preferred BA degree with two years of prior experience in Business Administration or relevant experience.

Certification/Licenses:

• Valid driver's license with reliable transportation

Experience Required (Minimum level of experience):

• Strong secretarial skills and interpersonal communication skills.
• Experience assisting and reporting to executive or upper level management.
• A minimum of two year experience working with healthcare software applications.

Verbal and Written Skills Required to Perform the Job:

• Must have excellent oral and written communication skills.

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.

Competencies:

• Demonstrates ability to be culturally sensitive and respect diversity, work effectively with individuals of different cultures and socio- economic status; passion for service; self-starter and highly organized; ability to prioritize, and complete a large volume of work within strict time deadlines; provide prompt, efficient and responsive customer service.

Equipment Used:

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

Working Conditions and Physical Requirements:

• May be asked to work evening, weekends and holidays.
• Sitting, standing, walking, noisy

Universal Requirements:

Pre employment requirements include I-9, physical, positive background and reference check results, complete application, new hire orientation, pre employment PPDs