Overview
Skills
Job Details
Administrative Assistant (Street Medicine)
CalOptima
CalOptima Health is seeking a highly motivated an experienced Administrative Assistant (Street Medicine) to join our team. The Administrative Assistant (Street Medicine) will play a crucial role in supporting the effective operation of CalOptima Health's Street Medicine Program by providing administrative and logistical assistance. The incumbent requires a combination of organizational skills, compassion, and the ability to work in a dynamic and often changing environment. The incumbent will work closely with the Director of Street Medicine as well as contracted providers to ensure the smooth functioning of street medicine initiatives. The incumbent will provide key clerical and/or administrative responsibilities with the ability to exercise discretion, use good judgment and maintain confidentiality. Additionally, the incumbent will primarily work in an office setting but may also need to accompany Outreach teams to various locations.
Position Information:
Department: Medi-Cal & CalAIM
Salary Grade: D - $44,000 - $67,628 ($21.15 - $32.5135)
Work Arrangement: Full Office
Duties & Responsibilities:
80% - Program Support
Participates in a mission-driven culture of high-quality performance, with a member focus on customer service, consistency, dignity and accountability.
Coordinates calendars and schedules of the department as assigned, including but not limited to scheduling appointments, coordinating travel, meetings and events, evaluating needs and scheduling meeting arrangements.
Prepares meeting materials, meeting set-up, minute taking, photocopying, etc.
Provides support and assistance for presentations on Street Medicine.
Assists in the planning and execution of any media events or general awareness events related to Street Medicine.
Collaborates with CalOptima Health Facilities and Information Technology Services department for any Street Medicine program needs.
Coordinates and schedules Street Medicine shadowing requests.
Actively supports the achievement of CalOptima Health's vision and goals for its Street Medicine Program as defined in the Street Medicine Operations Manual.
Provides administrative support for specific and/or ongoing projects, such as generating reports, collecting data, maintaining project tracking logs and updating calendars.
Applies general business practices, as well as CalOptima Health policies and procedures to the completion of daily tasks.
Prepares memos, documents, reports and forms as needed.
Handles incoming and outgoing correspondence per administrative policy.
Assists with project tracking, reporting, budgeting and communications with external project stakeholders.
Maintains an inventory of supplies, including monitoring needs and ordering.
May determine priority of matters of attention for the Director, redirects matters to other staff members or handles matters personally, as appropriate.
15% - Administrative Support
Assists the team in carrying out department responsibilities and collaborates with others to support short- and long-term goals/priorities for the department.
Coordinates all incoming invoices and expense reports for the department.
Maintains confidential and sensitive information and files regarding management projects, policies and personnel while ensuring appropriate follow-up.
Answers the Street Medicine referral phone and directs calls to the appropriate Street Medicine provider.
Answers telephone calls, meets visitors and answers a variety of questions with tact and diplomacy.
Triages calls to appropriate staff for resolution.
Coordinates travel arrangements and completes registration for conferences and seminars as needed.
5% - Completes other projects and duties as assigned.
Minimum Qualifications:
High School diploma or equivalent required.
2 years of administrative support experience required.
An equivalent combination of education and experience sufficient to successfully perform the essential duties of the position such as those listed above may also be qualifying.
Have access to means of transportation for work away from the primary office approximately 20% of the time.
Preferred Qualifications:
Bachelor's degree in business administration or related field.
2 years of experience working with community-based organizations.
Required Licensure / Certifications:
N/A
Knowledge & Abilities:
Develop rapport and establish and maintain effective working relationships with CalOptima Health's leadership and staff and external contacts at all levels and with diverse backgrounds.
Work independently and exercise sound judgment.
Communicate clearly and concisely, both orally and in writing.
Work a flexible schedule; available to participate in evening and weekend events.
Organize, be analytical, problem-solve and possess project management skills.
Work in a fast-paced environment and in an efficient manner.
Manage multiple projects and identify opportunities for internal and external collaboration.
Motivate and lead multi-program teams and external committees/coalitions.
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.
Physical Requirements (With or Without Accommodations):
Ability to visually read information from computer screens, forms and other printed materials and information.
Ability to speak (enunciate) clearly in conversation and general communication.
Hearing ability for verbal communication/conversation/responses via telephone, telephone systems, and face-to-face interactions.
Manual dexterity for typing, writing, standing and reaching, flexibility, body movement for bending, crouching, walking, kneeling and prolonged sitting.
Lifting and moving objects, patients and/or equipment 10 to 25 pounds
Work Environment:
If located at the 500, 505 Building or a remote work location:
Work is typically indoors and sedentary and is subject to schedule changes and/or variable work hours, with travel as needed.
There are no harmful environmental conditions present for this job.
The noise level in this work environment is usually moderate.
If located at PACE:
Work is typically indoors in a clinical setting serving the frail and elderly.
There may be harmful or hazardous environmental conditions present for this job.
The noise level in this work environment is usually moderate to loud.
If located in the Community:
Work is typically indoors and sedentary and is subject to schedule changes and/or variable work hours, with travel as needed.
Employee will occasionally work outdoors in varied temperatures.
There may be harmful or hazardous environmental conditions present for this job.
The noise level in this work environment is usually moderate to loud.
About CalOptima Health:
CalOptima Health is the single largest health plan in Orange County, serving one in four residents. Our motto "Better. Together. is at the heart of our mission to serve members with excellence, dignity and respect. We are a public agency made up of compassionate leaders and professionals working together to strengthen our community's health. We are continuing to build a culture that promotes diversity and inclusion within our community where employees have a sense of belonging, and are valued for their ideas, contributions, and their unique individual perspectives they bring. CalOptima Health has been recognized as one of Orange County's best places to work, so we know there is something special about our organization. It is why people choose to work here and why they choose to stay!
About our Benefits & Wellness options:
At CalOptima Health, we know that a healthy and happy workforce is a thriving workforce, which is why we offer a comprehensive benefits package, including participation in the California Public Employees Retirement System (CalPERS), low-cost medical/vision/dental insurance options, and paid time off. To support quality work-life balance, we allow flexible scheduling during core business hours, telework options for some positions, work schedules that allow every other Monday or Friday off (9/80 schedule), and a wellness program featuring diverse activities. Additionally, CalOptima Health contributes 4% of pensionable earnings to a 401(a) retirement program with no required employee contribution. For those who are interested in additional retirement savings, employees have access to 457(b) retirement plans with pre/post-tax contribution options. For more information, please click on the regarding our comprehensive benefits and wellness package.
IMPORTANT APPLICATION INFORMATION AND INSTRUCTIONS
Applications will be accepted on a continuous basis until a sufficient number of qualified applications have been received. The deadline for the first review of applications is April 30, 2024 at 9:00 PM (PST). Applicants are encouraged to apply early. Applicants that apply after the first review are not guaranteed to be considered for this recruitment. This recruitment may close at any time without notice after the first review date.
The selection process may include, but is not limited to, a skills assessment, phone screen and interview.
The successful candidate will be required to undergo a reference / background check (to include a conviction record) and if applicable also pass a post-offer pre-employment medical examination (which will include a drug screening). Internal CalOptima Health applicants should apply through InfoNet.
Communication regarding your application will be sent to the email address listed on your application. Please check your email, including your SPAM folder, regularly throughout the recruitment process. You can also visit your candidate portal to receive the most up to date status of your application.
CalOptima Health is committed to attracting, hiring, and retaining a diverse staff, where we will honor your unique experiences, identity, and perspectives. Our organization strives to create and maintain a workplace environment that is inclusive, equitable and welcoming so we can truly be Better Together.
CalOptima Health is an equal opportunity employer and makes all employment decisions on the basis of merit. CalOptima Health wants to have qualified employees in every job position. CalOptima Health 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 Health 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 at 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.
To apply, please visit: apptrkr.com/5187124
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