Administrative Assistant to the Vice President of Center Operations

Administrative Assistant to the Vice President of Center Operations Location El Paso, TX :

Bienvivir All-Inclusive Senior Health (“Bienvivir”) is a community-based, patient-centered, comprehensive health care delivery system that advocates and promotes quality of life, optimum independence, dignity, and choices in a nurturing environment for frail seniors. Since 1987, Bienvivir has served the frail seniors of El Paso, Texas through the provision of the Program of All-Inclusive Care for the Elderly (“PACE”).

PACE is a unique managed care benefit for frail seniors (referred to as participants) age 55 and older who are certified by the state as needing nursing home level care and who reside in a PACE service area. PACE programs coordinate and provide comprehensive medical and support services so that participants can remain independent and stay in their homes for as long as safely possible.

BENEFITS for Full and Part-time employees who work 30 or more hours per week:

We pay 100% of the MEDICAL monthly premiums for Employee Only coverage.

We pay 100% of the DENTAL monthly premiums for Employee Only coverage.

We provide an affordable VISION monthly premium for Employee + Family coverage.

We pay 100% of BASIC LIFE for a benefit amount of $10,000.

We offer safe harbor matching contributions for the 403(B) RETIREMENT SAVINGS account.

We offer up to fifteen (15) days of PAID TIME OFF based on paid hours per pay period.

We offer eleven (11) company-observed PAID HOLIDAYS.

We offer education and TUITION REIMBURSEMENT.

We offer MILEAGE REIMBURSEMENT.

Bienvivir is currently accepting applications for the following position:

ADMINISTRATIVE ASSISTANT TO THE VICE PRESIDENT OF CENTER OPERATIONS

Working under the direct supervision of the Vice President of Center Operations, the Administrative Assistant provides diverse complex secretarial, administrative, and clerical support to the office of the Vice President. Duties include, but are not limited to: gathering information/data for development of various reports and projects, greeting visitors, answering telephone calls, responding to inquiries and processing messages, scheduling appointments, receiving and distributing correspondence, taking minutes, and maintaining the workday and travel schedules of the Vice President. Actively assists in coordinating the development and review of the Division's policies. Provides support to the Organization's regulatory readiness and compliance efforts.

RESPONSIBILITIES:

1. Manages the HHSC Texas Unified Licensure Information Portal (TULIP) licensure process for the Division. Tracks and processes all necessary licensure renewal documentation on a timely basis ensuring all required information is current and accurate to avoid issues or lapse of licensure of the Organization's Adult Day Care operations. Assists other Divisions in their licensure application efforts as needed.

2. Plans and coordinates arrangements for various Organization and Division-related meetings, functions, and special events as instructed by the Vice President of Operations.

3. Prepares agendas and takes minutes for various meetings and committees led by the Vice President to include, but not limited to: monthly Division Meetings, weekly Marketing/Intake Meetings, Monthly Center Director Meetings, Center Management Meetings, marketing event planning meetings and special projects, and department policy review meetings.

4. Receives and screens visitors and incoming calls, responds to inquiries, determines priority and alerts the Vice President as needed.

5. Provides support, as appropriate, to Center Operations and the Division's overall regulatory compliance and survey readiness activities. Assists with collecting required data and documentation for requested information during inspections ensuring material is properly accounted, indexed and organized.

6. Makes indicated revisions to policies, SOPs, reports and correspondence, as developed by the Vice President as part of the document review and draft finalization process. Reviews, proofreads, and edits documents for approval and signature by the Vice President.

7. Reads and screens incoming mail as appropriate; organizes these documents for Vice President's review and composes draft correspondence in response to inquiries as directed.

8. Researches, compiles, assimilates, and prepares documents, reports, and presentations; briefs the Vice President regarding content, makes recommendations regarding format, and receives approval before finalizing.

9. Makes travel, lodging, per diem arrangements, and prepares itineraries for the Vice President; compiles and prepares travel documents and expense reports. Additionally, makes travel arrangements for Division staff when travel is required, as needed.

10. Schedules and manages the Vice President's daily calendar to arrange meetings, appointments, and conferences. Alerts Supervisor when scheduling conflicts are identified and recommends options to resolve noted conflicts. Prepares all required documents in advance of scheduled meetings and presentations.

11. Maintains appropriate office supply inventory and processes requisitions for office supplies and equipment, as needed, per established procurement protocols.

12. Organizes and maintains the variety of files, records, regulatory resources, policies, etc. relevant to the office of the Vice President.

13. May assist in preparation and coordination of Organization events in support of marketing, public relations, and Human Resources activities. May work in conjunction with the other administrative support staff in these efforts as directed.

14. Serves as the Division's subject matter expert as it relates to the Organization's policy and procedures development, review and maintenance practices and processes. Maintains close communication and supports the Policy & Procedure Coordinator's office to ensure review meetings are scheduled, minutes kept, and deadlines are met. Provides training to Division administrative support staff and supervisors as necessary.

15. Schedules and coordinates training events/conference calls for Division staff to include registration/payment, reservation of conference rooms, and ensures applicable training media and materials are available for attendees.

16. Participates and assists in coordinating special events/projects (e.g., open houses, Annual Memorial, Competency/Skills Fair) as directed.

17. Performs other duties as assigned by the Vice President of Operations.

QUALIFICATIONS / REQUIREMENTS:

1. High school graduate; supplementation by training in office procedures and/or certification as an administrative assistant (e.g., Certified Administrative Professional) preferred; Associate's Degree preferred.

2. Minimum of three (3) years' experience as an Executive-level assistant supporting administrative operations and complex office practices and procedures.

Our employees are caring, respectful, and responsible professionals who aspire to improve the quality of life of our participants.

Bienvivir is an Equal Opportunity Employer / Affirmative Action Employer and does not discriminate in its hiring practices on the basis of race, color, religion, sex, national origin, age, sexual orientation, gender identity, physical or mental disability, genetic information, Vietnam Era or Special Disabled Veteran status, or any other characteristic protected by law.