PACE Executive Assistant

San Ysidro Health•San Diego, CA

About The Position

Under the direct supervision of the PACE Chief Medical Officer and Senior Program Director, the PACE Executive Assistant Provides administrative/secretarial support for the Administration of San Ysidro Health- SanDiego PACE assists and coordinates administrative and operational activities for SYHC’s San Diego PACE. The PACE Executive Assistant is responsible for scheduling appointments, interviews, developing power point presentations, preparing binders, meeting agendas, generating reports, conducting data entry as needed and ordering necessary supplies for 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.
May be required to work evenings and/or weekends and attend meetings outside of regular working hours.
Travel may be required.
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
Sort and distribute incoming mail, newsletters and faxes for Administrative staff including the 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.
Will track and monitor staff required licenses and certifications including BLS, ACLS and specific discipline licensure requirements. Will schedule trainings as needed to assist with CEU’s. Will prepare and assist with the maintenance of personnel files.
Will coordinate EPP activities including maintaining binders, updating policies and procedures, will maintain and update as needed contact information for SYH personnel Maintains confidential staff roster in accordance with EPP policy.
Will maintain and update as needed contact information for facilities, plant support and other contracted vendors in relationship to building maintenance.
Screens visitors and telephone calls.
Manages petty cash
Schedules appointments and keeps calendars for management team.
Will assist with developing presentations including those that require power point.
Prepares agendas, confirms attendance and records minutes of meetings as needed.
Assists in coordination of special meeting 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 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 ensures 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.
Oversee special projects and tracks progress towards department goals. Prioritizes conflicting needs; handles matter 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 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.
Assist in the development, application and implementation of policies and procedures, objectives, quality assurance program, safety, environmental and infection control standards.
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
Perform other related duties as assigned or requested.