PACE Administrative Assistant

Vista Community Clinic•Glendale, CA

9d•$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. ✨For eligible employees, benefits include:✅ Competitive compensation & benefits ✅ Medical, dental, vision✅ Company-paid life insurance ✅ Flexible spending accounts ✅ 403(b) retirement plan Why VCC? • 🏅 Winner of the 2025 HRSA Gold Medal for Outstanding Care, placing VCC among the top 10% of Federally Qualified Health Centers in the U.S. • Recognized by HRSA as a National Quality Leader in Behavioral Health and Diabetes and for excellence in Preventive Health and Health IT. • A robust training & development culture to help you grow and advance your career. • A workplace built on respect, collaboration and passion for care. Job Summary 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.

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
Ability and willingness to work flexible hours, including evenings and weekends
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 to work independently, take initiative and be proactive
Excellent organizational, interpersonal, and administrative skills
Thorough knowledge of correct English grammar, spelling and punctuation
Ability to maintain organized records and files; demonstrated ability to correctly file in alphabetical and numeric order
Minimum 40 wpm typing/data entry
Ability and willingness to meet the organization’s attendance and dress code policies
Ability to handle confidential materials and information in a professional manner
Excellent customer service skills and commitment to providing the highest level of customer satisfaction

Responsibilities

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
Completes miscellaneous projects as assigned
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
Handles mail and initiates correspondence as needed
Completes mailing/merge projects (e.g., board correspondence, physician mailings, surveys)
Directs, screens, and handles telephone calls
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