PACE Center Operations Coordinator

Job Description

Job Description

About Us

Community health is about more than just vaccines and checkups. It’s about giving people the resources they need to live their best lives. At Neighborhood, this is our vision. A community where everyone is healthy and happy. We’re with you every step of the way, with the care you need for each of life’s chapters. At Neighborhood, we are Better Together.

Neighborhood Healthcare PACE is a managed medical plan built around surrounding participants with a team of physicians, nurses, social workers, therapists and care coordinators to help them maintain good health and a good quality of life. Our goal is to keep our seniors happy and healthy at home surrounded by their family and community.

As a private, non-profit 501(C) (3) community health organization, we serve over 500k medical, dental, and behavioral health visits from more than 100,000 people annually. With two PACE centers located in Riverside County, our PACE program is positioned to serve over 650 senior participants.

ROLE OVERVIEW and PURPOSE

The PACE Center Operations Coordinator supports and coordinates administrative and operational activities of the Interdisciplinary Team (IDT) and PACE center operations. This role ensures effective organization, communication, and follow-through of IDT processes, including care planning, assessments, and participant-related coordination, while supporting day-to-day site operations. This position serves as a key operational partner to the Center Director and IDT, helping to reduce administrative burden across the team by managing coordination, tracking, and communication to ensure efficient and compliant operations. This role interfaces directly with IDT members, participants, and caregivers to support participant relations, document concerns, and assist with timely resolution. 

Schedule: Monday-Friday, 8am-5pm. This position is onsite.

Responsibilities  

• Coordinates Interdisciplinary Team (IDT) processes, including scheduling meetings, confirming attendance, and managing IDT calendars to ensure timely care planning and coordination
• Prepares IDT agendas, care planning materials, and presentation documents, and serves as scribe for care planning meetings and IDT huddles, documenting decisions and action items
• Maintains IDT tracking tools, including care plan schedules, assessment timelines, and participant status updates to support compliance and coordination
• Tracks and follows up on IDT-related action items, ensuring timely completion and communication across disciplines
• Tracks participant transitions of care, including hospitalizations, emergency room visits, and skilled nursing facility admissions and discharges, and communicates updates to the interdisciplinary team as appropriate
• Supports assessment tracking processes, including maintaining reassessment schedules, identifying responsible disciplines, and sending reminders to ensure timely completion
• Supports documentation and compliance processes related to IDT activities, including coordination with medical records and quality teams to ensure required documentation is completed and maintained appropriately
• Schedules meetings/interviews, confirms attendance, and oversees conference room calendar, including scheduling, catering, and making travel arrangements, as needed
• Prepares agendas, creates presentation materials, and records meeting minutes
• Sorts and distributes incoming mail, newsletters, and faxes for administrative management
• Prepares internal memorandums, administrative/financial reports, and other communications/materials for management, as directed
• Assists with scheduling continuing education unit (CEU) trainings for clinical staff
• Coordinates activities in accordance with environmentally preferable purchasing (EPP) policies, including maintaining/updating binders, policies/procedures, and confidential personnel contact information/rosters
• Maintains and updates contact information for facilities, plant support, and other contracted building maintenance vendors
• Oversees inventory and purchasing to maintain forms, office supplies, and clinical supplies
• Provides administrative support activities, such as overseeing petty cash and screening visitors/telephone calls
• Coordinates work orders with maintenance, plant support, and IT team, as needed
• Serves as a liaison between the Interdisciplinary Team, PACE Administration, and other departments to support coordination and communication
• Supports coordination of site operations, including tracking operational needs, supporting compliance documentation, and assisting with implementation of workflows and processes to improve efficiency
• Assists in the development, application, and implementation of policies and procedures, objectives, quality assurance activities, and standards pertaining to safety, environment, and infection control
• Works closely with site/department managers to address and ensure patient and customer satisfaction, including resolving complaints
• Works with managers to ensure quality and corporate compliance
• Attends required meetings, trainings, in-services, and educational programs/workshops
• Supports special projects and operational initiatives as directed by the Center Director, including coordinating activities, tracking timelines, and ensuring completion of assigned deliverables across departments
• Provides coverage for front desk operations as needed, including greeting and visitors, answering and managing incoming phone calls, emails, and other communication, appropriately screening, transferring, resolving, and documenting inquires in a timely manner, and supporting check-in/check-out processes during periods of high volume, staff absence, or operational need
• Performs other duties as assigned

Qualifications

Education/Experience

• High School Diploma/GED required; bachelor’s degree in business administration preferred
• Current Basic Life Support (BLS) certification required upon hire and must be maintained as a condition of employment. These courses must follow AHA guidelines- may be completed through approved online providers such as ProMed or other equivalent programs that meet recognized BLS standards
  • In addition, current CPR and First Aid certification are required for all PACE employees in accordance with CMS and DHCS requirements
  • First Aid training will be provided at onboarding and must be renewed annually.
• 2 years of administrative support experience required

Additional Qualifications(Knowledge, Skills and Abilities)

• Excellent verbal and written communication skills, including superior composition, typing and proofreading skills
• Ability to interpret a variety of instructions in written, oral, diagram, or schedule form
• Excellent Microsoft applications and electronic health data systems skills
• Ability to be culturally sensitive, respect diversity, and work with individuals of different cultures and socio-economic statuses
• Ability to successfully manage multiple tasks simultaneously
• Ability to meet tight deadlines
• Ability to provide prompt, efficient, and responsive customer service
• Excellent planning and organizational ability
• Ability to work as part of a team as well as independently
• Ability to work with highly confidential information in a professional and ethical manner

Physical Requirements

• Ability to lift/carry 10 lbs/weight
• Ability to stand for long periods of time

COMPLIANCE (Safety & HIPAA)

• Follows all safety procedures as outlined in Neighborhood Healthcare’s Illness and Injury Prevention Plan (IIPP) and report any injuries and/or unsafe conditions immediately
• Maintains current knowledge of policies and procedures as they relate to safe work practices
• Follows all safety procedures and report unsafe conditions
• Uses appropriate body mechanics to ensure an injury free environment
• Familiarity with location of nearest fire extinguisher and emergency exits
• Follows all infection control procedures including blood-borne pathogen protocols
• Maintains privacy of all patients, employee and volunteer information and access such information only on a need-to-know basis for business purposes
• Complies with all regulations regarding corporate integrity and security obligations
• Reports all behavior and/or activity that are unethical, fraudulent, or unlawful

Neighborhood Healthcare offers a generous benefit plan that includes:  Partially company paid Medical, Dental, and Vision Plans. Two plus weeks of vacation, Nine Holidays including two Floating Holidays of your choosing, Sick/Personal time, Volunteer Time Off (VTO), 403b Retirement plan (similar to a 401k), optional Health and Wellness events, and much more!  

Pay range: $27.21 - $38.09 per hour, depending on experience.   

Compensation Disclosure: The posted salary range reflects the designated pay grade for this position. While this range represents the broader classification of the role, actual compensation will be based on several factors, including but not limited to the candidate’s overall knowledge, skills, and experience, market data and industry benchmarks, internal equity within the organization, Budgetary considerations and organizational needs. As a result, placement within the range is not guaranteed, and the full pay grade range may not be utilized.