PACE Administrative Assistant

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.

About Us San Ysidro Health is a Federally Qualified Health Care organization committed to providing high quality, compassionate, accessible and affordable healthcare services for the entire family. The organization was founded by seven women in search of medical services for their families and community. Almost 50 years later, San Ysidro Health now provides innovative care to over 108,000 patients through a vast and integrated network of 47 program sites across the county. San Ysidro Health could not serve our patients without the dedication of our passionate and hardworking employees. Apply today and become a part of our mission-driven team! San Ysidro Health has a long-standing commitment to equal employment opportunity for all applicants for employment. Employment decisions including, but not limited to, those such as employee selection, performance evaluation, administration of benefits, working conditions, employee programs, transfers, position changes, training, disciplinary action, compensation, and separations are made without regard to race, color, religion (including religious dress and grooming), creed, national origin, nationality, citizenship status, domestic partnership status, ancestry, gender, affectional or sexual orientation, gender identity or expression, marital status, civil union status, family status, age, mental or physical disability (including AIDS or HIV-related status), atypical heredity cellular or blood trait of an individual, genetic information or refusal to submit to a genetic test or make available the results of a genetic test, military status, veteran status, or any other characteristic protected by applicable federal, state, or local laws.