PACE Executive Assistant

San Ysidro Health•San Diego, CA

2d•$37 - $48•Onsite

About The Position

The PACE Executive Assistant provides administrative and secretarial support for the Administration of San Ysidro Health- San Diego PACE. This role assists and coordinates administrative and operational activities for SYHC’s San Diego PACE. The position is responsible for scheduling appointments, interviews, developing PowerPoint presentations, preparing binders, meeting agendas, generating reports, conducting data entry, and ordering necessary supplies for the day center and PACE clinic. The PACE Executive Assistant works closely with the Day Center Manager, PACE Program Senior Director, Business Development Senior 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.

Requirements

BA Degree in Business Administration or related field; or (5) years of relevant experience; or AA degree and (3) years of experience.
Minimum five (5) years’ experience in supporting C-Level or higher; Office Management Experience, or an equivalent combination of education, training, and experience.
Extensive knowledge of computer software (Windows, Microsoft Office, Excel, Word, Power Point and other applicable technologies).
Effective oral and written communication skills including excellent spelling and grammar and the ability to follow written and oral instructions.
Attention to detail when typing and proofing materials.
Ability to communicate effectively and work collaboratively on items of critical importance for managing employees and establishing rapport with employees and vendors.
Must have a professional and personable demeanor to maintain excellent working relationships in a fast-paced work environment.
Must have strong Organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
Requires ability to solve problems and identify both opportunities and potential challenges/or roadblocks.
Ability to work harmoniously with many different personalities and maintain confidentiality and discretion and deal effectively and tactfully with staff, patients, Board Members and the public.
Personal Computer, printer/fax, telephone, and other general office equipment.
Pre employment requirements include I-9, physical, positive background and reference check results, complete application, new hire orientation, pre-employment PPDs. Compliance with all mandated vaccinations and all boosters is a term and condition of employment

Nice To Haves

Master's Degree in Business Administration or related field.

Responsibilities

Schedules meetings and oversees conference room calendar. May make travel arrangements as needed.
Sorts and distributes incoming mail, newsletters, and faxes for Administrative staff including 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.
Prepares materials, attends, and takes minutes for meetings that correspond to CMO and Senior Program Director responsibility. Assists with any PACE-related events and meetings, as assigned.
Tracks and monitors staff required licenses and certifications including BLS, ACLS, and specific discipline licensure requirements. Schedules trainings as needed to assist with CEU’s. Prepares and assists with the maintenance of personnel files.
Coordinates EPP activities including maintaining binders, updating policies and procedures, and maintaining and updating contact information for SYH personnel. Maintains confidential staff roster in accordance with EPP policy.
Maintains and updates contact information for facilities, plant support, and other contracted vendors in relation to building maintenance.
Screens visitors and telephone calls.
Manages petty cash.
Schedules appointments and keeps calendars for the management team.
Assists with developing presentations, including those that require PowerPoint.
Prepares agendas, confirms attendance, and records minutes of meetings as needed.
Assists in coordination of special meetings 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.
Interfaces, assists, and acts as a 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 ensure 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.
Oversees special projects and tracks progress towards department goals. Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows through on projects to successful completion, often with set deadlines.
Maintains department timesheets, sends reminders, and inputs entries in SYH’s Human Resources Information System.
Facilitates hardware/software and equipment purchases, installations, and moves.
Produces communication for multiple channels, including technology website, email, presentations, meeting notes/minutes, bulletin board, and signage.
Facilitates information dissemination to and from teams.
Acts as a liaison between PACE Corporate and other departments throughout the organization for general requests. Helps expedite resolution of issues by enlisting appropriate people and/or teams and monitors progress until complete.
Enhances professional growth and development through participation in educational programs, current literature, in-service meetings, and workshops.
Performs other related duties as assigned or requested.