PACE Administrative Assistant

Vista Community Clinic•Glendale, CA

5d•$26 - $32

About The Position

At Vista Community Clinic (VCC), we believe healthcare is more than medicine, it’s about hope, community, and impact. For over 50 years, we’ve been a leader in the community clinic movement, growing from a small volunteer-driven effort in Vista to a nationally recognized network of state-of-the-art clinics across San Diego, Orange, Los Angeles, and Riverside counties. Today VCC has 14 clinics serving over 70,000 patients annually, we continue our mission of delivering exceptional, patient-centered care where it’s needed most. As a private, non-profit, multi-specialty outpatient clinic, VCC provides more than healthcare, we provide opportunity. Here your skills are celebrated, your growth is supported and your work makes a difference. We know that our success is a direct result of the exceptional talents and dedication of our employees.

Requirements

Ability and willingness to work flexible hours, including evenings and weekends.
High school Diploma or equilivant required.
Experience/familiarity with computers and proficient in Microsoft Office products, specifically Word and Excel.
Familiar with business e-mail, communication systems and internet search capabilities.
Excellent verbal and written skills necessary for communication with patients/clients, providers and other staff.
Ability to interface with all levels of personnel in a professional manner, including people of all social, cultural and ethnic backgrounds and within the constraints of government funded programs.
Ability and willingness to meet the organization’s attendance and dress code policies.
Excellent customer service skills and commitment to providing the highest level of customer satisfaction.

Responsibilities

Creates and maintains organized and efficient systems for supporting the administrative needs of the Director.
Prepares confidential correspondence and maintains classified files.
Coordinates the submission and receipt of State Level of Care packages.
Maintains professional communication with all contacts by phone, email, in writing, and in person.
Maintains daily schedules for the Director; arranges conference calls and meetings.
Composes correspondence and disseminates to appropriate individuals.
Coordinates the Director’s travel and seminar participation.
Prepares, submits, tracks, and manages Level of Care packages to/from the State of California.
Maintains and updates files, binders, records, emails, and inventory lists.
Responsible for training, overseeing, and covering receptionist duties as needed.
Oversees daily maintenance of copiers, faxes, and office equipment.
Completes mailing/merge projects (e.g., board correspondence, physician mailings, surveys).
Prepares correspondence, presentations, forms, meeting schedules, and spreadsheets for executive and administrative staff.
Assists in prioritizing work activities and modifying activities as necessary.
Identifies, analyzes, and resolves work problems.
Manages office supplies and equipment; orders and coordinates delivery.
Ensures requests for information are handled promptly and effectively.
Attends meetings and takes minutes as needed.
Runs basic reports using various software applications in assistance of management.
Oversees all center administrative efforts and communicates to the Interdisciplinary Team.
Coordinates and provides direction to center receptionist and assists with scheduling of administrative support team to ensure adequate coverage and smooth workflows.