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Administrative Assistant (PACE Marketing, Enrollment and Outreach)

Job Description

Department(s): Program of All-inclusive Care for the Elderly (PACE)

Reports to: Manager, PACE Marketing and Enrollment

FLSA status: Non-Exempt

Salary Grade: D - $44,000 - $58,000

Job Summary

The Administrative Assistant supports the Marketing and Enrollment Manager at the PACE 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; collects 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 matter 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.

Possesses the Ability To:

• 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 and have strong organizational skills.

• Interact effectively with staff at all levels, external contacts, and provide excellent customer service to a diverse population.

• Take direction and work as part of a team in the department, as well as with other administrative staff.

• Communicate clearly and concisely, both verbally and in writing

• Utilize computer and appropriate software (e.g., Microsoft Office: Word, Outlook, Excel, PowerPoint) and job specific applications/systems to produce correspondence, charts, spreadsheets, and/or other information applicable to the position assignment.

Experience & Education:

• Associate degree and/or an equivalent combination of education and experience is required.

Preferred Qualifications:

• 2+ years of experience as an administrative assistant preferred.

• Health Care experience preferred.

Knowledge of:

• Administrative business practices and operations.

CalOptima is an equal employment opportunity employer and makes all employment decisions on the basis of merit. CalOptima wants to have qualified employees in every job position. CalOptima prohibits unlawful discrimination against any employee, or applicant for employment, based on race, religion/religious creed, color, national origin, ancestry, mental or physical disability, medical condition, genetic information, marital status, sex, sex stereotype, gender, gender identity, gender expression, transitioning status, age, sexual orientation, immigration status, military status as a disabled veteran, or veteran of the Vietnam era, or any other consideration made unlawful by federal, state, or local laws. CalOptima also prohibits unlawful discrimination based on the perception that anyone has any of those characteristics or is associated with a person who has, or is perceived as having, any of those characteristics.

If you are a qualified individual with a disability or a disabled veteran, you may request a reasonable accommodation if you are unable or limited in your ability to access job openings or apply for a job on this site as a result of your disability. You can request reasonable accommodations by contacting Human Resources Disability Management at 657-900-1134.

Job Location: Orange, California

Position Type:

To apply, visit https://apptrkr.com/2288788

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