PACE Executive Assistant

San Ysidro Health • San Diego, CA

1d • 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, creating 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.
• Prolonged periods of sitting, frequent walking and standing; minimal lifting.
• 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.
• Prepares and types letters and internal memorandums.
• Prepares administrative and financial reports, documents, and other materials, including those of a confidential nature.
• Prepares materials, attends, and takes minutes for meetings corresponding to CMO and Senior Program Director responsibilities.
• Assists with PACE-related events and meetings.
• Tracks and monitors staff required licenses and certifications.
• 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 contact information for SYH personnel.
• Maintains confidential staff roster.
• Maintains and updates contact information for facilities, plant support, and contracted vendors.
• Screens visitors and telephone calls.
• Manages petty cash.
• Schedules appointments and keeps calendars for the management team.
• Assists with developing presentations, including those requiring PowerPoint.
• Prepares agendas, confirms attendance, and records minutes of meetings.
• 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.
• 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.
• 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 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.

Benefits

• 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

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree