PACE Executive Assistant (Full-Time) – San Diego

St. Paul's Senior Services - Careers

Location: San Diego

Here at St. Paul’s PACE (Program of All Inclusive Care for the Elderly), we strive to be the most outstanding and innovative senior care facility in California. Our mission is to help frail seniors continue to live in their own homes with dignity by providing comprehensive medical and social services, at our Center and in their own homes. At St. Paul’s PACE, we are dedicated to fostering a culture of diversity and inclusion within the highest quality facilities, health care and programs consistent with affordable costs.

Job Summary:

Responsible for all Operations administrative duties, project management and special assignments for the PACE Operations Director. Operates under only general supervision and regularly and customarily exercises discretion and independent judgment.

Qualifications and Requirements:

Education: Associate’s Degree (AA) or equivalent from a two-year college or technical school. Bachelor’s Degree preferred or equivalent combination of education and experience.

Experience: Two years of administrative support experience. Project management and special assignment experience expected. Strong word processing and spreadsheet computer skills required. Experience in dealing with databases preferred.

Skills and Knowledge:

  • Knowledge of organizational policies, procedures and systems
  • Knowledge of computer systems and word processing
  • Knowledge of grammar, spelling and punctuation with excellent verbal and written communication skills
  • Knowledge and ability to perform multiple and complex clerical tasks with computers
  • Knowledge of purchasing, budgeting, and inventory control
  • Skilled in taking minutes
  • Experience in the operation of office equipment
  • Basic computer proficiency, or willingness to become proficient with training
  • Ability to establish and maintain effective working relationships with other employees and the public
  • Ability to communicate verbally, non-verbally and in writing, presenting information clearly and professionally
  • Ability to read, interpret office procedures and policies
  • Ability to identify problems and recommend solutions
  • Ability to establish priorities and coordinate work activities

Physical Demands and Working Conditions:

Physical Requirements: Requires manual and finger dexterity and eye-hand coordination, the ability to use department equipment and the ability to lift/carry up to 30 lbs. using appropriate body mechanics

Visual, Hearing and Communication Requirements: Requires corrected vision and hearing to normal range, with or without reasonable accommodation. Must be able to communicate verbally with all staff, vendors, and clients.

Pressure Factor: Requires working under stressful conditions. Working conditions may be noisy and crowded and fluctuating indoor temperatures. Moderate pressure to meet scheduled appointments. Subject to people that may have the potential for verbal or physical aggression.

Duties and Responsibilities:

        • Is responsible for a variety of independent routine and non-routine projects and processes for Operations Director.
        • Completes audits and reporting for regulatory compliance, emergency operations plan compliance.
        • Communicates by email, in person, and by phone, with State and Federal regulators as directed.
        • Manages payroll process for Operations Director reports.
        • Manages petty cash system, credit card and grant accounts, check requests, operations related purchasing, parking permits and cards, building key issuance, and other duties assigned. Coordinates delivery of ordered items, services, and payments.
        • Functions as lead for all Center Director Administrative Assistants and ensures consistency, collaboration and standardization across all sites for administrative duties and reporting.
        • Assists with supportive housing administrative duties including outcomes monitoring and grant reports.
        • Maintains a variety of databases including Electronic Health Record (EHR), NAVEX, and audit excel spreadsheets. Functions as lead personnel on these functions and provides oversight and training to staff on system functionalities. Compiles and generates monthly statistics and reports. Reports must be highly accurate, detailed, and in most currently updated formats.
        • Gathers and aggregates data for annual ALIRTS report for the Department of Public Health.
        • Works closely with Quality Assurance Department to gather operational data for CalPACE reporting.
        • Functions as the lead in organizing the annual participant and caregiver satisfaction survey visit. Collects and stores results and prepares for dissemination of the data to teams as requested.
        • Able to develop own priorities and work flow from competing priorities and deadlines in accordance with Operations Director and organizational needs. Able to triage Operations Director’s activities and appointments under only general supervision.
        • Meeting planning including scheduling, preparing agendas and power points, preparing presenters, coordinating meeting rooms, completing food requests and room set up, and recording and timely completion of meeting minutes according to accepted principles. Includes planning and coordinating facility in-services, staff orientations and visits by State and Federal regulators.
        • Arranges conference calls and webinars, sets up meeting room as needed, prepares with contact numbers, computer set up, sign in sheets.
        • Coordinates Operations Director’s travel, participation in seminars, etc., as requested.
        • Maintaining both paper and electronic office-filing system; managing electronic appointment book including scheduling meetings and making appointments; receiving telephone calls and forwarding or responding to the calls or taking messages; responding to emails in a timely manner, creating general letters and memos, plus other general administrative duties.
        • Follows all St. Paul’s PACE, Standard Operating Procedures, OSHA safety guidelines, and appropriate infection control procedures.
        • Maintains all legal and confidential documents in a safe, secure and organized manner.
        • Regularly has knowledge of highly confidential company information and maintains strict confidentiality.
        • Maintains the confidentiality of all company procedures, results, and information about participants and clients including faxed,electronic information and courier materials.
        • Implements purchasing processes for securing approved equipment, office supplies, DME, and training workshops. Ensures purchase orders and authorizations are completed before purchasing and that items are entered in electronic inventory.
        • Demonstrate general understanding of all facilities services, operations, policy and procedures as well as licensure regulations and be able to assist operations in an urgent or emergency situation.
        • Arranges/coordinates timely repair and maintenance of copiers, fax machines, computers, computer software programs, and other equipment.
        • Enter building work orders, contract request and IT Helpdesk request as needed. Ensures follow through and completion of work orders without direction.
        • Follows all St. Paul’s PACE, Standard Operating Procedures, OSHA safety guidelines, and appropriate infection control procedures.
        • Maintains safe working environment. Follows all fire and safety guidelines.
        • Provides other duties and assignments as requested by Operations Director.

      Reports to: Operations Director

IMPORTANT NOTES

If you prefer to fax your application and resume you may fax it to 619.239.1256. We also accept applications in person at 328 Maple Street, San Diego, CA 92103. Come to the 2nd floor and let the receptionist know you would like to complete an application.

To apply online, please visit www.stpaulseniors.org.

YOU MUST BE ABLE TO CLEAR FINGERPRINTS THROUGH DOJ AND FBI IN ADDITION TO A DRUG SCREEN CLEARANCE.

St. Paul’s Senior Services is an Equal Opportunity Employer