Thepaceplace
Office Administration - Office Specialist
Thepaceplace, Jacksonville, Florida, United States, 32290
Office Administration - Office Specialist
5450 Ramona Blvd, Jacksonville, FL 32205, USA
Job Description Posted Tuesday, January 6, 2026 at 5:00 AM
PACE Place provides coordinated medical and social services to elders who want to remain in their home but need support to do so. PACE Place provides Medical, Rehabilitation, In-Home Assistance, Transportation, Social Work, and Day Center services for patients in our care.
Position Summary The Office Administrative Specialist (PACE) operates in a high-volume, fast-paced, multi-channel environment to support newly enrolled participants during their first month in the PACE program. This role involves frequent interaction with staff, participants, and their families, coordinating assessments and appointments, and ensuring a smooth onboarding experience. It requires strong customer service skills, medical knowledge, and organizational ability to facilitate seamless participant admissions.
Serve as the primary contact for inbound/outbound customer service inquiries.
Communicate effectively with PACE staff, participants, and referral sources.
Schedule assessments, appointments, and clinic visits in a timely, cost-effective manner.
Create, update, and maintain records and databases.
Track and order office supplies as needed.
Submit reports and prepare presentations and proposals as assigned.
Manage agendas, travel arrangements, and upper management appointments.
Input data into Electronic Medical Record (EMR) systems accurately.
Appropriately document phone calls, faxes, and emails.
Facilitate referrals and coordinate PACE services with internal teams.
Ensure compliance with HIPAA and other privacy regulations.
Support continuous improvements in administrative systems and workflows.
Identify and resolve issues in a courteous and professional manner.
Perform other related duties as assigned.
Qualifications
Excellent written and verbal communication skills in English.
Outstanding interpersonal and customer service abilities with a hospitality mindset.
Strong organizational and time management skills; ability to multitask effectively.
High level of professionalism in appearance and conduct.
Computer proficiency with Microsoft Word, Excel, PowerPoint, and Outlook.
Ability to work independently with minimal supervision.
Aptitude for applying common sense and interpreting various instructions.
Ability to handle multiple concrete variables in standardized situations.
Experience
Minimum 3 years of customer service experience.
Experience in a healthcare setting preferred.
Previous work with the elderly or individuals with dementia preferred.
Proven office administration or assistant experience required.
License / Certification
None required.
Education
High School diploma or GED required.
Education or training in geriatrics preferred.
Other Requirements
Must obtain medical clearance for communicable diseases.
Up-to-date immunizations required prior to direct participant contact.
Ability to work onsite and meet attendance requirements.
Willingness to work overtime as needed.
This description is intended to describe the general nature and level of work performed by employees assigned to this role. It is not intended to be an exhaustive list of all duties, responsibilities, qualifications, or working conditions required of employees in this position. The organization reserves the right to modify or amend the duties of the position or to require that additional tasks be performed as organizational needs change. This description does not constitute a contract of employment, and employment with the organization is at-will, meaning either the employee or the organization may terminate the relationship at any time, with or without cause or notice.
ADA Statement / Disclaimer PACE Place is committed to complying with all applicable provisions of the Americans with Disabilities Act (ADA), as amended. We provide reasonable accommodations to qualified individuals with disabilities to ensure equal access to employment opportunities and the ability to perform the essential functions of a position. If you require an accommodation to complete the application process, interview, or perform the essential functions of a role, please contact Human Resources at humanresources@aliviacare.com.
We participate in E-Verify to confirm the employment eligibility of all newly hired employees.
5450 Ramona Blvd, Jacksonville, FL 32205, USA
#J-18808-Ljbffr
Job Description Posted Tuesday, January 6, 2026 at 5:00 AM
PACE Place provides coordinated medical and social services to elders who want to remain in their home but need support to do so. PACE Place provides Medical, Rehabilitation, In-Home Assistance, Transportation, Social Work, and Day Center services for patients in our care.
Position Summary The Office Administrative Specialist (PACE) operates in a high-volume, fast-paced, multi-channel environment to support newly enrolled participants during their first month in the PACE program. This role involves frequent interaction with staff, participants, and their families, coordinating assessments and appointments, and ensuring a smooth onboarding experience. It requires strong customer service skills, medical knowledge, and organizational ability to facilitate seamless participant admissions.
Serve as the primary contact for inbound/outbound customer service inquiries.
Communicate effectively with PACE staff, participants, and referral sources.
Schedule assessments, appointments, and clinic visits in a timely, cost-effective manner.
Create, update, and maintain records and databases.
Track and order office supplies as needed.
Submit reports and prepare presentations and proposals as assigned.
Manage agendas, travel arrangements, and upper management appointments.
Input data into Electronic Medical Record (EMR) systems accurately.
Appropriately document phone calls, faxes, and emails.
Facilitate referrals and coordinate PACE services with internal teams.
Ensure compliance with HIPAA and other privacy regulations.
Support continuous improvements in administrative systems and workflows.
Identify and resolve issues in a courteous and professional manner.
Perform other related duties as assigned.
Qualifications
Excellent written and verbal communication skills in English.
Outstanding interpersonal and customer service abilities with a hospitality mindset.
Strong organizational and time management skills; ability to multitask effectively.
High level of professionalism in appearance and conduct.
Computer proficiency with Microsoft Word, Excel, PowerPoint, and Outlook.
Ability to work independently with minimal supervision.
Aptitude for applying common sense and interpreting various instructions.
Ability to handle multiple concrete variables in standardized situations.
Experience
Minimum 3 years of customer service experience.
Experience in a healthcare setting preferred.
Previous work with the elderly or individuals with dementia preferred.
Proven office administration or assistant experience required.
License / Certification
None required.
Education
High School diploma or GED required.
Education or training in geriatrics preferred.
Other Requirements
Must obtain medical clearance for communicable diseases.
Up-to-date immunizations required prior to direct participant contact.
Ability to work onsite and meet attendance requirements.
Willingness to work overtime as needed.
This description is intended to describe the general nature and level of work performed by employees assigned to this role. It is not intended to be an exhaustive list of all duties, responsibilities, qualifications, or working conditions required of employees in this position. The organization reserves the right to modify or amend the duties of the position or to require that additional tasks be performed as organizational needs change. This description does not constitute a contract of employment, and employment with the organization is at-will, meaning either the employee or the organization may terminate the relationship at any time, with or without cause or notice.
ADA Statement / Disclaimer PACE Place is committed to complying with all applicable provisions of the Americans with Disabilities Act (ADA), as amended. We provide reasonable accommodations to qualified individuals with disabilities to ensure equal access to employment opportunities and the ability to perform the essential functions of a position. If you require an accommodation to complete the application process, interview, or perform the essential functions of a role, please contact Human Resources at humanresources@aliviacare.com.
We participate in E-Verify to confirm the employment eligibility of all newly hired employees.
5450 Ramona Blvd, Jacksonville, FL 32205, USA
#J-18808-Ljbffr