PACE Executive Assistant

Position Summary:

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.

Essential Functions of the Job:

• 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.

Additional Duties and Responsibilities:

• 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.

Job Requirements:Education Required (Minimum level of education):

• BA Degree in Business Administration or related field; or (5\) years of relevant experience; or AA degree and (3\) years of experience.
• Preferred: Master's Degree in Business Administration or related field.

Experience Required (Minimum level 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.

Technical Knowledge and Skills Required to Perform the Job:

• Extensive knowledge of computer software (Windows, Microsoft Office, Excel, Word, Power Point and other applicable technologies).

Verbal and Written Skills Required to perform the Job:

• 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.

Equipment Used:

• Personal Computer, printer/fax, telephone, and other general office equipment.

Working Conditions and Physical Requirements:

• 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.

Universal Requirements

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

About Us San Ysidro Health is a Federally Qualified Health Care organization committed to providing high quality, compassionate, accessible and affordable healthcare services for the entire family. The organization was founded by seven women in search of medical services for their families and community. Almost 50 years later, San Ysidro Health now provides innovative care to over 108,000 patients through a vast and integrated network of 47 program sites across the county. San Ysidro Health could not serve our patients without the dedication of our passionate and hardworking employees. Apply today and become a part of our mission\-driven team! San Ysidro Health has a long\-standing commitment to equal employment opportunity for all applicants for employment. Employment decisions including, but not limited to, those such as employee selection, performance evaluation, administration of benefits, working conditions, employee programs, transfers, position changes, training, disciplinary action, compensation, and separations are made without regard to race, color, religion (including religious dress and grooming), creed, national origin, nationality, citizenship status, domestic partnership status, ancestry, gender, affectional or sexual orientation, gender identity or expression, marital status, civil union status, family status, age, mental or physical disability (including AIDS or HIV\-related status), atypical heredity cellular or blood trait of an individual, genetic information or refusal to submit to a genetic test or make available the results of a genetic test, military status, veteran status, or any other characteristic protected by applicable federal, state, or local laws.