PACE Administrative Assistant

Neighborhood Healthcare•Escondido, CA

31d•Onsite

About The Position

The PACE Administrative Assistant provides administrative and coordination support to senior leadership, including the Executive Director and Program Director, ensuring efficient management of schedules, communication, and organizational priorities. This role supports effective program operations by facilitating communication, coordinating activities, and assisting with administrative processes, reporting, and special projects. The Administrative Assistant works independently to organize tasks, solve routine issues, and support leadership in maintaining efficient and compliant operations.

Requirements

High school/GED required
Minimum of two (2) years of administrative or office support experience, preferably in healthcare or a similar setting required
Current Basic Life Support (BLS) certification required upon hire and must be maintained as a condition of employment.
Current CPR and First Aid certification are required for all PACE employees in accordance with CMS and DHCS requirements.
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

Nice To Haves

bachelor’s degree in business administration preferred

Responsibilities

Provides administrative support to the Executive Director and Program Director, including calendar management, scheduling meetings, and prioritizing daily activities
Coordinates and manages leadership calendars, including internal and external meetings, ensuring alignment with organizational priorities and efficient use of time
Prepares agendas, presentation materials, reports, and correspondence for leadership
Supports leadership-driven special projects and program initiatives as assigned, including coordinating activities, tracking timelines, and ensuring completion of assigned deliverables across departments
Facilitates communication between leadership and internal departments to ensure timely information sharing and alignment
Coordinates logistics for meetings, events, and site visits, including travel arrangements as needed
Maintains and organizes leadership documentation, reports, and records, including filing systems and shared resources
Supports preparation of internal communications, reports, dashboards, and presentations, including use of spreadsheets and data tracking tools
Tracks action items and follow-ups from leadership meetings, ensuring accountability and completion of assigned tasks
Serves as a liaison between leadership and internal and external stakeholders
Assists with administrative aspects of hiring and onboarding processes, including coordination of interviews, documentation, and tracking requirements
Supports credentialing and compliance-related administrative processes as directed
Assists with maintaining policies, procedures, and organizational documentation
Coordinates supply ordering and administrative needs for leadership and program functions
Provides backup administrative support across departments as needed to ensure continuity of operations
Maintains confidentiality of sensitive information and exercises discretion in all aspects of the role
Responds to time-sensitive requests and prioritizes tasks based on leadership direction
Supports preparation for audits, meetings, and organizational reviews as needed
Balances and prioritizes support across Executive Director and Program Director functions based on organizational needs and leadership direction
Maintain professional working relationships with staff, participants, and external partners
Participates in meetings, training, and organizational initiatives as required
Ensures timely and accurate completion of assigned tasks and documentation
Performs other duties as assigned