ADMINISTRATIVE SUPPORT COORDINATOR - PACE

Job Purpose

The Administrative Support Coordinator provides high-level administrative, clerical, and operational support to ensure efficient daily operations of the PACE center and compliance with organizational, state, and federal requirements. This position supports interdisciplinary team (IDT) activities, assists with regulatory documentation and reporting, coordinates communication across departments, and provides exceptional customer service to participants, families, and visitors. The role requires strong organizational skills, attention to detail, and the ability to work in a fast-paced healthcare environment.

Duties and Responsibilities

Administrative & Clerical Support

• Provide daily administrative support to center leadership and the Interdisciplinary Team.
• Prepare, format, and distribute documents including correspondence, reports, meeting minutes, IDT documentation, and compliance forms.
• Maintain calendars, schedule meetings, coordinate conference calls, and arrange logistics for IDT and committee meetings.
• Manage incoming calls, mail, and emails, ensuring timely routing and follow-up.

Participant & Center Operations Support

• Assist with participant intake, scheduling, and follow-up coordination as needed.
• Greet and support participants, caregivers, and visitors, ensuring a welcoming and professional environment.
• Coordinate transportation scheduling requests with the transportation department when appropriate.
• Support center programming needs (e.g., calendars, notices, appointment reminders).

Compliance, Documentation & Record Management

• Maintain organized and compliant records in adherence with PACE, CMS, and state (DHCS/DHS) guidelines.
• Assist with preparing documents for audits, surveys, and regulatory reviews.
• Enter data into electronic health records (EHR), internal systems, and tracking logs with accuracy.
• Ensure timely scanning, filing, and retention of required documents.

Operational Coordination

• Assist with supply management, inventory tracking, and ordering office materials.
• Support facility coordination, maintenance requests, and vendor scheduling as directed.
• Prepare monthly and quarterly reports, dashboards, logs, and operational tracking tools.

Team & Communication Support

• Act as a communication hub between departments including clinical, transportation, activities, and leadership teams.
• Provide support during emergencies or participant incidents by facilitating communication and documentation needs.
• Maintain confidentiality in compliance with HIPAA regulations and PACE policies.

• Performs related duties as assigned.

Qualifications

Required:

• High school diploma or equivalent.
• Minimum of 2 years administrative or office support experience, preferably in healthcare or human services.
• Strong computer skills, including proficiency in Microsoft Office Suite and electronic record systems.
• Excellent verbal and written communication skills.
• Strong organizational skills with the ability to manage multiple priorities.

Experience: 

• Experience working in a PACE program, long-term care, or senior services environment.
• Familiarity with CMS, DHCS, and PACE compliance and documentation standards.
• Bilingual ability (e.g., Spanish, Cantonese, Mandarin, Tagalog, Vietnamese) based on participant population needs.

Skills and Knowledge:

• Effective written and oral communication skills.
• Demonstrated ability to problem solve and apply good judgment.
• Ability to function well independently. 
• Ability to use or be trained in computer skills for the workplace.
• Demonstrates necessary skills and knowledge as outlined in attached position-specific Competency Assessment Profile.
• Able to speak Cantonese/Mandarin required.

Other:

• Requires physical strength to perform the job.

Physical Demands

• Must be able to remain in a stationary position 50% of the time.
• Ability to occasionally move about inside the office to access file cabinets, office machinery, etc.
• Able to operate a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
• Able to constantly position yourself to maintain files in file cabinets such as reaching with hands and arms, kneeling, crouching, etc.
• The ability to communicate, detect, converse with, discern, convey, express oneself, and exchange information is crucial for this role.