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‑San Diego PACE. The assistant assists and coordinates administrative and operational activities for SYHC’s San Diego PACE. Responsibilities include scheduling appointments, interviews, developing PowerPoint presentations, preparing binders, meeting agendas, generating reports, conducting data entry as needed, and ordering necessary supplies for day center and PACE clinic.

The executive assistant works closely with the Day Center Manager, PACE Program Senior Director, Business Development Senior Manager and QA Manager on participant relations, interfacing directly with participants and caregivers, documenting complaints/issues and assisting with resolving their immediate needs when possible.

• Schedules meetings and oversees conference room calendar. May make travel arrangements as needed
• Sorts and distributes 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
• Tracks and monitors staff required licenses and certifications including BLS, ACLS and specific discipline licensure requirements; schedules trainings as needed to assist with CEU’s; assists with maintenance of personnel files
• Coordinates EPP activities including maintaining binders, updating policies and procedures, maintaining contact information for SYH personnel, and maintaining confidential staff roster in accordance with EPP policy
• Maintains and updates contact information for facilities, plant support and other contracted vendors in relation to building maintenance
• Screens visitors and telephone calls
• Manages petty cash
• Schedules appointments and keeps calendars for the management team
• Assists 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 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 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 ensure patient and customer satisfaction and effectively address 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 toward department goals; prioritizes conflicting needs; handles matters 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 as a liaison between PACE Corporate and other departments throughout the organization for general requests;…