PACE Administrative Assistant

Community health is about more than just vaccines and checkups. It's about giving people the resources they need to live their best lives. At Neighborhood, this is our vision. A community where everyone is healthy and happy. We're with you every step of the way, with the care you need for each of life's chapters. At Neighborhood, we are Better Together.

Neighborhood Healthcare PACE is a managed medical plan built around surrounding participants with a team of physicians, nurses, social workers, therapists and care coordinators to help them maintain good health and a good quality of life. Our goal is to keep our seniors happy and healthy at home surrounded by their family and community.

As a private, non-profit 501(C) (3) community health organization, we serve over 500k medical, dental, and behavioral health visits from more than 100,000 people annually. With two PACE centers located in Riverside County, our PACE program is positioned to serve over 650 senior participants.

The PACE Administrative Assistant provides administrative and coordination support to senior leadership, including the Executive Director and Program Director, ensuring efficient management of schedules, communication, and organizational priorities. This role supports effective program operations by facilitating communication, coordinating activities, and assisting with administrative processes, reporting, and special projects. The Administrative Assistant works independently to organize tasks, solve routine issues, and support leadership in maintaining efficient and compliant operations. Schedule: Monday-Friday: 8am-5pm. This position is onsite.

Responsibilities

• Provides administrative support to the Executive Director and Program Director, including calendar management, scheduling meetings, and prioritizing daily activities
• Coordinates and manages leadership calendars, including internal and external meetings, ensuring alignment with organizational priorities and efficient use of time
• Prepares agendas, presentation materials, reports, and correspondence for leadership
• Supports leadership-driven special projects and program initiatives as assigned, including coordinating activities, tracking timelines, and ensuring completion of assigned deliverables across departments
• Facilitates communication between leadership and internal departments to ensure timely information sharing and alignment
• Coordinates logistics for meetings, events, and site visits, including travel arrangements as needed
• Maintains and organizes leadership documentation, reports, and records, including filing systems and shared resources
• Supports preparation of internal communications, reports, dashboards, and presentations, including use of spreadsheets and data tracking tools
• Tracks action items and follow-ups from leadership meetings, ensuring accountability and completion of assigned tasks
• Serves as a liaison between leadership and internal and external stakeholders
• Assists with administrative aspects of hiring and onboarding processes, including coordination of interviews, documentation, and tracking requirements
• Supports credentialing and compliance-related administrative processes as directed
• Assists with maintaining policies, procedures, and organizational documentation
• Coordinates supply ordering and administrative needs for leadership and program functions
• Provides backup administrative support across departments as needed to ensure continuity of operations
• Maintains confidentiality of sensitive information and exercises discretion in all aspects of the role
• Responds to time-sensitive requests and prioritizes tasks based on leadership direction
• Supports preparation for audits, meetings, and organizational reviews as needed
• Balances and prioritizes support across Executive Director and Program Director functions based on organizational needs and leadership direction
• Maintain professional working relationships with staff, participants, and external partners
• Participates in meetings, training, and organizational initiatives as required
• Ensures timely and accurate completion of assigned tasks and documentation
• Performs other duties as assigned

• High school/GED required; bachelor's degree in business administration preferred
• Minimum of two (2) years of administrative or office support experience, preferably in healthcare or a similar setting required
• Current Basic Life Support (BLS) certification required upon hire and must be maintained as a condition of employment. These courses must follow AHA guidelines- may be completed through approved online providers such as ProMed or other equivalent programs that meet recognized BLS standards.
  
  • In addition, current CPR and First Aid certification are required for all PACE employees in accordance with CMS and DHCS requirements. First Aid training will be provided at onboarding and must be renewed annually.

• Excellent verbal and written communication skills, including superior composition, typing and proofreading skills
• Ability to interpret a variety of instructions in written, oral, diagram, or schedule form
• Excellent Microsoft applications and electronic health data systems skills
• Ability to be culturally sensitive, respect diversity, and work with individuals of different cultures and socio-economic statuses
• Ability to successfully manage multiple tasks simultaneously
• Ability to meet tight deadlines
• Ability to provide prompt, efficient, and responsive customer service
• Excellent planning and organizational ability
• Ability to work as part of a team as well as independently
• Ability to work with highly confidential information in a professional and ethical manner

• Ability to lift/carry 10 lbs/weight
• Ability to stand for long periods of time