The Administrative Assistant supports the Marketing and Enrollment Manager at the PACE (Program of All-inclusive Care for the Elderly) center, by performing key clerical and administrative duties, organizing and coordinating activities for PACE on or off site. Interacts with other departments, and coordinates work or processes with other administrative staff within CalOptima. Incumbent will communicate with participants and their family caregivers and external stakeholders.
POSITION RESPONSIBILITIES:
- Provides administrative support for specific and/or ongoing projects; such as during regulatory audits, collect data, generates reports, presentations, logs, calendars, mailings, as well as maintains and updates CalOptima PACE policies and procedures.
- Coordinates calendars, schedules appointments, meetings and events.
- Serves as a liaison between PACE leadership and departmental staff; may follow-up on the progress of projects and activities assigned to other staff.
- Prepares and enhances PowerPoint presentations as requested by department manager.
- Assists with department expenses and budgeting, including processing requisitions for payment.
- Coordinates travel arrangements in accordance with CalOptima’s travel policy. Registers staff for conferences and seminars.
- Determines priority of matters of attention for the PACE Marketing and Enrollment Manager; redirects matters to staff or handle matters personally, as appropriate.
- Maintains an inventory of supplies, including monitoring the needs and ordering as necessary.
- Coordinates work with other administrative staff or play a key role in the coordination of staff efforts within the department.
- Prepares meeting materials, set-up, performs minute taking, etc. as designated by PACE leadership.
- Handles incoming and outgoing correspondence per administrative policy.
- Maintains confidential and sensitive information and files regarding management projects and policies ensuring appropriate follow-up.
- Other projects and duties as assigned.
Required Skills
- Routinely perform a wide variety of office support duties and set work priorities based on knowledge of various activities.
- Coordinate multiple administrative activities at the same time.
- Interact effectively with staff at all levels, external contacts, and provides excellent customer service to a diverse population.
- Communicate effectively, both verbally and in writing; strong organizational skills are essential.
- Take direction and work as part of a team in the department, as well as with other administrative staff.
- Utilize and access computer and appropriate software (e.g. Microsoft: Word, Excel, PowerPoint) and job-specific applications/systems to produce correspondence, charts, spreadsheets, and/or other information applicable to the position.
Required Experience
EXPERIENCE & EDUCATION:
- Associate’s degree and/or an equivalent combination of education and experience is required.
- 2 years of experience as an administrative assistant preferred.
- Health care experience desired.
KNOWLEDGE OF:
- Administrative business practices and operations.
Grade: H
#CB