Job Summary: Performs a variety of staff support duties for PACE Westerly and PACE Newport, which requires a range of skills and knowledge of organizational policies and procedures. Assists and directs visitors when needed, and resolves scheduling problems and inquiries; composes, edits, and proofreads correspondence and reports, and prepares a range of administrative documents. Serves as the Super User for PACE Westerly and PACE Newport. Performs administrative tasks for the Enrollment & Marketing departments.
- Coordinates and performs a range of staff and/or operational support activities for PACE Westerly and PACE Newport.
- Provides administrative/secretarial support for PACE Westerly and PACE Newport as appropriate such as answering telephones and forwarding to appropriate person, scheduling appointments and resolving and/or referring a range of administrative problems and inquiries.
- May attend meetings and serve as a documenter when needed in these meetings or when otherwise requested.
- Operates personal computer to compose and edit correspondence and/or memoranda from verbal direction, or from knowledge of established department/division policies; may prepare, transcribe, compose, type, edit, and distribute agendas and/or minutes of meetings.
- Schedules and coordinates meetings, events, interviews, appointments, and/or other similar activities for the Day Center Director, Day Center Nurse and Social Worker.
- Provides administrative support, formulating letters & mailings and performing special projects as requested.
- Schedules all transportation for adult day participants within the MTM software system. Works with PACE transportation for scheduling of PACE participants.
- Schedule ADC care plans coordination with the Social worker. Update team with monthly care plan calendar. Mail care plan appointment notifications to caregivers in a timely manner.
- Accurately records participant arrivals and departures from Adult Day centers into PACE Logic.
- Determine appropriateness of visitors for security reasons, ensure they sign in and issue visitor's badge for length of visit. Collect badge at termination of visit.
- Develop a basic inventory list in order to maintain office, nursing, and housekeeping supplies as needed. Place orders and operate within budget for supplies. Maintain contact numbers and order procedures for vendors.
- Maintain participant face sheet binder (in nurse's station) with up to date information. Additionally, maintain inclement weather list and on-call binder. Update monthly with new and discharged participants.
- Mail PACE marketing materials to interested organizations and/or people per the Enrollment and Marketing Department.
- Prepare and distribute application materials for prospective Adult Day participants. Includes mailings and electronic distribution of materials.
- Coordinate participant name tags with Receptionist at PACE Providence. Create coat tags/name labels for all new participants and as needed.
- Assist with fundraising and special events.
- Ensure participants have granted permission for media release utilizing the appropriate form.
- Serves as facilitator for Adult Day care plans.
- Maintain referral grid for incoming Adult Day Center of Westerly inquiries. Direct PACE referrals to the Enrollment team.
- Complete weekly, monthly, and quarterly reports (census, township, marketing).
- Track attendance and ADC participant meals. Forward data to Finance for billing CACFP purposes.
- Update monthly Nursing reports. Distribute to Nurse, Lead CNA, and Social Worker.
- Performs other related duties as required and assigned
Required Skills & Abilities: Ability to maintain confidentiality Ability to prioritize tasks and meet project deadlines Proficiency with MS Office Suite or similar software Dependable and punctual with ability to maintain consistent attendance Ability to read, write and comprehend English Ability to maintain sound judgement under stress and communicate effectively Education Requirement: High School Diploma or Equivalent, Required Bachelors, Preferred Physical Requirements: Must be able to tolerate prolonged periods sitting at a desk and working on a computer. Must be able to lift up to 15 pounds and at times up to 25 pounds. Must be able to navigate various departments of the organization's physical premises as well as related community care settings. Must be able to tolerate conditions typically associated within a medical office and/or home care setting including potential exposure to bloodborne pathogens and infectious diseases. Experience: 1 to 3 years of office support experience, Preferred 1 to 3 years of Medical Office/Clinical Experience, Preferred 1 to 3 years of EMR Experience (Cognify), Preferred 1 year of experience working with a frail or elderly population, Preferred Licensure & Certification Requirements: None Position Requirements: Driver's License & access to reliable transportation