Administrative Assistant - PACE

The Brandman Centers for Senior Care (BCSC), a Program of All-inclusive Care for the Elderly (PACE), provides high-quality, comprehensive healthcare services. We are a program of Los Angeles Jewish Health, renowned for providing quality care to vulnerable seniors.

We value our employees! We offer long term employment opportunities with job stability, including supporting and encouraging career growth advancement. We offer Health, Dental and Vision insurance, Paid Time Off, 9 Paid Holidays, 403(b) with Matching Retirement Plan, Life insurance (paid by the company) and a team spirit workplace culture!
 

Under the supervision of the Brandman Centers for Senior Care (BCSC) Executive Director is responsible for providing a wide variety of administrative and clerical support functions for the BCSC.

Administrative Functions

• Securely maintains all BCSC incorporation documents including bylaws and tax exemption records.
• Securely maintains all BCSC Clinic and Center licensing documents.
• Schedules BCSC Board of Directors meetings by communicating directly with Board members, prepares and distributes agendas, takes Board meeting minutes, and maintains meeting records.
• Schedules BCSC Medical Advisory Committee, Quality Improvement Committee, Ethics Committee, Participant Advisory Committee, Infection Control Committee, Medication Safety and Quality Committee, Safety and Utilization Review Committee via e-mail, prepares and distributes agendas, takes meeting minutes, and maintains meeting records.
• Tracks and organizes CalPACE agendas and documents for Executive Director.
• Schedule and prepares agendas for Management Meetings.
• Prepares and distributes Provider Schedule as well as On-Call Schedule.
• Schedules Provider and staff BCSC orientation when requested.
• Assists with BCSC reception coverage.
• Updates and manages Policy and Procedure Manuals, Fire and Safety Manual, and Infection Control Manual.
• Processes and tracks invoices for payment and enters into Oracle system. Coordinates with the Los Angeles Jewish Health (LAJH) Finance Department to address payment issues.
• Prepares payroll for approval by the BCSC Executive Director and supervisors.
• Processes and tracks purchasing requests in coordination with the LAJH Purchasing Departments. Unpacks purchases received and delivers to the appropriate department.
• Processes and tracks staff requests for computer and electronic equipment set-up.
• Makes travel arrangements for BCSC Executive Director and Management Team.
• Monitors and updates the electronic calendar and maintains contacts for the BCSC Executive Director and Medical Director.
• Creates documents, presentations, spreadsheets and databases for BCSC Executive Director and Management Team.
• Prepares expense reports for BCSC Executive Director, Management Team and Marketing staff.
• Maintains and updates conference room scheduling for BCSC activities.
• Coordinates meetings including scheduling room set-up, ordering lunch, creating name badges and materials, securing guest parking, and related functions. Greets guests visiting BCSC.
• Sorts, processes and distributes incoming BCSC mail.
• Prepares and mails correspondence for BCSC Executive Director and Management Team.
• Takes minutes and participates in various BCSC meetings.
• Completes clerical duties such as copying, filing and distributing information.
• Consistently meets or exceeds BCSC target for productivity and communicating with participants.
• Consistently meets or exceeds BCSC customer services targets.
• Demonstrates respect for and promotes participant rights including dignity, self-determination, access to care, confidentiality and independence.
• Understands the importance of community involvement and participates as appropriate in activities that link BCSC to its communities.
• Effectively collaborates with staff peers and contractors to meet BCSC goals and further success.
• Complies with all policy and procedures of BCSC.
• Demonstrates proficiency in delivering age-specific care.
• Consistently meets or exceeds BCSC quality improvement targets.
• Completes other duties as assigned.

Education and Experience

• Degrees and diplomas: High school diploma. Bachelor’s Degree preferred but not required.
• Certificates, licenses: Must have a valid California driver’s license. TB screening and successful completion of a health examination by a health care provider is required for employment.
• Experience: Qualified administrative assistant professional in the field of healthcare or aging services with demonstrated competence. Two or more years in an office environment or an equivalent combination of education and experience.

Skills/Aptitudes: Ability to interact with frail elderly. Ability to work independently and to provide administrative support to an Interdisciplinary Team. Good organizational skills. Ability to handle complex interpersonal situations.