PACE Administrative Assistant
Listed on 2026-08-06
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Administrative/Clerical
Office Administrator/ Coordinator, Administrative Management, Clerical, Healthcare Administration
PACE Administrative Assistant
Working under the direct supervision of the PACE Center Director, the Administrative Assistant performs diverse complex clerical tasks to support the overall operation of the PACE Center. The Administrative Assistant must be well organized, be fully integrated with interdisciplinary team functions in the day-to-day operations, detail minded, adapt well to change, able to use critical thinking, be a multi-tasker and communicate effectively and professionally.
RESPONSIBILITIES:
PACE CENTER ADMINISTRATIVE
1. File/maintains Interdisciplinary daily morning minutes, Service Determination Request logs (corresponding paperwork), and weekly care plan schedule.
2. Facilitate communication between PACE Center Director, Bienvivir personnel, and general public.
3. Prepare and distribute interdepartmental reports, letters, forms, center closure flyers notifications, the Interdisciplinary daily morning meeting minutes and applications as directed by the PACE Center Director.
4. Maintain logs to include appeals, service determination requests and any specialty reports as needed. Ensure proper signatures are obtained.
5. Clerical support for designated committees to include recording and transcription of minutes, preparing the agenda, correspondence, committee records, sending meeting notices and submitting food requests when indicated.
6. Receives/screens visitors and all incoming calls, responds to inquiries, determines priority, and alerts PACE Center Director.
7. Receives, sorts, and routes internal and external mail for the PACE Center Director on a daily basis.
8. Manages PACE Center Director daily calendar to arrange meetings, appointments, and conferences. Alerts supervisor when scheduling conflicts are identified and recommends options to resolve noted conflicts.
9. Keeps Supervisor requests for time off organized and at the direction of the PACE Center Director ensure there is appropriate coverage. Assist with new employees under the supervision of the PACE Center Director (completing New Employee Orientation checklist).
10. Maintains appropriate office supply inventory and processes requisitions for office supplies and equipment, as needed, per established procurement protocols.
11. Provide IT assistance with appropriate staff and assist in Zoom Conference(s) room for any issues that may occur.
12. Assist with scheduling maintenance for copy machines on an as needed basis.
13. May assist in making travel arrangements including airline and hotel reservations, requesting advance travel funds, reconciliation of settlement claims and coordination with accounting staff, for PACE Center Director and Supervisors as needed.
14. Submit, pick-up, and distribute PPE to supervisors under PACE Center Director
15. Maintain monthly logs and send out notification to the proper disciplines for Lost and Found items.
16. Assign parking and maintain logs on an as needed basis.
17. Assign employee lockers and maintain logs on an as needed basis.
18. Transportation Requests – ensure the forms are filled out properly, there are no conflicts and sign off.
19. Assist with other clerical duties as assigned.
QUALITY CONTROL
20. Audits and reconciles reports for accuracy and completeness.
21. Utilize new electronic grievance/incident reporting system and provide assistance when needed. Work with QI to ensure reports are complete and unerring.
22. Assist PACE Center Director/QI/Auditor with any internal or external audits.
LICENSING/REGULATORY
23. Maintain Center Licensing Binder(s). Keeping abreast of expiration of licenses and providing notification to PACE Center Director and Vice President of Center Operations, etc.
24. Provides support, as appropriate, to Center operations overall regulatory compliance and survey readiness activities. Assists with collecting date and documentation of requested information during inspections ensuring material is properly accounted, indexed, and organized.
25. Care Planning:
Run New Regs Report prior to care planning day to ensure all assessments have been completed;
Run Care Plan Audit Report after care planning meeting and ensure all assessments have been signed;
Track care plans that…
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