Administrative Assistant (PACE Center)

CalOptima Health•Garden Grove, CA

12h•Onsite

About The Position

Join Us in this Amazing Opportunity The Team You’ll Join We are a mission driven community-based organization that serves member health with excellence and dignity, respecting the value and needs of each person. If you are ready to advance your career while making a difference, we encourage you to review and apply today and help us build healthier communities for all. More About the Opportunity We are hoping you will join us as a Administrative Assistant (PACE Center) and help shape the future of healthcare where you’ll be an integral part of our PACE- Clinic team, helping to strive for excellence while we serve our member health with dignity, respecting the value and needs of each of our members through collaboration with our providers, community partners and local stakeholders. This position has been approved to be Full Office . If telework is approved, you are required to work within the State of California only and if Partial Telework, also come in to the Main Office in Orange, CA, at least two (2) days per week minimum. The Administrative Assistant for the Program of All-Inclusive Care for the Elderly (PACE) Center will be responsible for supporting the PACE center-based scheduling and encounter recordings by performing key clerical and administrative duties and organizing and coordinating activities for the manager. You will interact with other departments and CalOptima Health’s general office. Also, you will coordinate work or processes with other administrative staff within CalOptima Health. Together, we are building a stronger, more equitable health system. Your Contributions To the Team: 95% - Administrative Support Participates in a mission-driven culture of high-quality performance, with a member focus on customer service, consistency, dignity and accountability. Assists the team in carrying out department responsibilities and collaborates with others to support short- and long-term goals/priorities for the department. Supports the Manager PACE Center in monitoring the facility, including maintenance of equipment and facility logs and coordination with Facilities as needed. Provides administrative support for specific and/or ongoing projects such as regulatory audits; generates reports, logs, calendars and mailings as appropriate. Serves as a liaison between PACE leadership and departmental staff; may follow-up on the progress of projects and activities assigned to other staff. Maintains the schedule for in-person interpreters ordered by members of the Interdisciplinary Team and coordinates participant schedules for center-based services. Completes service delivery in the electronic medical record and collection of center-based encounters to ensure proper reporting. Serves as back-up front desk and main phone line support as needed. Assists with department expenses and budgeting, including processing requisitions for payment. Determines priority of matters of attention for the PACE leaders, redirects matters to staff or handles matters personally, as appropriate. Coordinates work with other administrative staff or plays a key role in the coordination of staff efforts within the department. Maintains an inventory of supplies, including monitoring the needs and ordering as necessary. Prepares meeting materials, completes set-up, performs minute taking, etc. as designated by PACE leadership. Handles incoming and outgoing correspondence per administrative policy. Maintains confidential and sensitive information and files regarding management projects and policies ensuring appropriate follow-up. 5% - Other Completes other projects and duties as assigned

Requirements

High school diploma or equivalent PLUS 1 year of experience as an administrative assistant 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.
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 judgment.
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.
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

Nice To Haves

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

Responsibilities

Participates in a mission-driven culture of high-quality performance, with a member focus on customer service, consistency, dignity and accountability.
Assists the team in carrying out department responsibilities and collaborates with others to support short- and long-term goals/priorities for the department.
Supports the Manager PACE Center in monitoring the facility, including maintenance of equipment and facility logs and coordination with Facilities as needed.
Provides administrative support for specific and/or ongoing projects such as regulatory audits; generates reports, logs, calendars and mailings as appropriate.
Serves as a liaison between PACE leadership and departmental staff; may follow-up on the progress of projects and activities assigned to other staff.
Maintains the schedule for in-person interpreters ordered by members of the Interdisciplinary Team and coordinates participant schedules for center-based services.
Completes service delivery in the electronic medical record and collection of center-based encounters to ensure proper reporting.
Serves as back-up front desk and main phone line support as needed.
Assists with department expenses and budgeting, including processing requisitions for payment.
Determines priority of matters of attention for the PACE leaders, redirects matters to staff or handles matters personally, as appropriate.
Coordinates work with other administrative staff or plays a key role in the coordination of staff efforts within the department.
Maintains an inventory of supplies, including monitoring the needs and ordering as necessary.
Prepares meeting materials, completes set-up, performs minute taking, etc. as designated by PACE leadership.
Handles incoming and outgoing correspondence per administrative policy.
Maintains confidential and sensitive information and files regarding management projects and policies ensuring appropriate follow-up.
Completes other projects and duties as assigned

Benefits

You’ll enjoy competitive compensation for this role.
Our current hiring range is: Pay Grade: 302 - $49,754 - $69,655 ($23.92 - $33.4880).
The final salary offered will be based on education, job-related knowledge and experience, skills relevant to the role and internal equity among other factors.
This position is approved for Full Office (If the position is Telework, it is eligible in California only)
A comprehensive benefits package
CalPERS pension program and additional retirement packages.
Additional benefits and perks including:
A generous PTO program
A quality work life balance
Various wellness programs
Tuition Reimbursement
Professional development opportunities
Career development opportunities
Flexible scheduling
And the satisfaction of knowing your work directly impacts and improves healthcare access for thousands of individuals and families.