Administrative Assistant to the Vice President of Center Operations

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 at the direction of the Vice President.

RESPONSIBILITIES:

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

2. Serves as the Division’s subject matter expert as it relates to the Organization’s policy and procedures development, review, and maintenance practices. Maintains close communication with and supports the Policy & Procedures Coordinator to ensure review meetings are scheduled, minutes kept, and deadlines are met. Provides training to Division administrative support staff and supervisors as necessary related to the policy and procedures review/revision/and approval process.

3. Schedules and coordinates training events (conference calls, webinars, etc.) for Division staff to include registration/payment and reservation of conference rooms; ensures applicable training media and materials are prepared and available for attendees.

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

5. 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, monthly Transportation Department Meetings, special event planning meetings, special projects, and Division policy review meetings.

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

7. Provides support to the Division’s overall regulatory compliance and survey readiness activities. Works with the Division Directors, IT, and Quality Improvement Department to collect and compile required data and documentation for any information that may be requested during regulatory inspections ensuring material is properly accounted, indexed and organized.

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

9. Works with the State Administering Agency to coordinate monthly SAA/CMS Round Table Conference Calls with Texas PACE Association Provider Organizations.

10. Periodically manages highly confidential information/documentation related to employees, Human Resources, salaries, budgets, legal issues, appeals, and contracts.

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

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

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

14. Working with the Accounting Department, coordinates and schedules the various planning and review meetings with the Vice President and the Division Directors as part of the Organization’s internal Fiscal Year Budget Planning process.

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

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

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

18. 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 directed.

19. Provides additional administrative support to senior management, other division heads, and the office of the Chief Executive Officer, as directed.

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

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

QUALIFICATIONS / REQUIREMENTS:

1. High school diploma or equivalent supplemented by training in office management procedures and/or certification as an Administrative Assistant preferred (e.g., Certified Administrative Professional).

2. Bachelor’s Degree preferred.

3. Minimum of three (3) years’ experience as an Executive-level assistant supporting complex administrative support operations, support and office management practices and procedures.

4. Bilingual (English/Spanish) preferred.

5. Excellent written communication skills with specific knowledge of professional office communication and correspondence (e.g., word processing, spelling, proper formatting, grammar, diction, and punctuation).

6. Strong computer skills including extensive experience utilizing latest version of MS Office Suite applications (i.e., Excel, Word, and PowerPoint). Proficiency utilizing MS Outlook required.