Admissions Assistant

Department: Administration/Sales and Marketing

Reports To: Assistant Executive Director

Status: Non-exempt

Job Summary

The Admissions Assistant is a critical role that integrates the administrative process for all resident move-ins to the community. This requires coordination of all appropriate documentation including approval of resident tax credit paperwork and income verification of regulatory requirements prior to move in. The Admissions Assistant is the direct resident contact for all move-in requirements, and will then ensure that all information flows to and from the appropriate respective departments in terms of resident needs, readiness of apartment, scheduled move in date and time, moving arrangements for personal belongings, to ensure that all services are aligned. The Admission Assistant will also assist in meeting with prospective residents and families, conduct tours as needed, and begin the communication process of what each resident will require for application and move-in, a timeline of information and process, and be able to adjust and support resident to achieve the best outcome for both the community and resident.

Duties and Responsibilities:

The following essential functions are the fundamental job duties of the position to be completed with or without appropriate reasonable accommodation.

• Meet with new residents to coordinate move-in as assigned in coordination with Management team.
• Manage the occupancy process from receipt of deposit to move in, continuously educating/promoting the community services available to the resident and resident family.
• Help facilitate in making the move into the new residence as smooth as possible for the resident and family.
• Prepare closing packets and coordinates all aspects pertaining to scheduling move-ins and developing move-in guide.
• Facilitate the selections process, based upon current regulatory requirements and company policies and operating procedures.
• Communicate with future residents and/or family members regarding notices for projected move in dates.
• Work with Director of Plant Operations to ensure completion of apartments as assigned by the Assistant Executive Director. Keep all appropriate parties apprised of move-in dates and possible adjustments.
• Communicate with the sales team and new resident to assure apartments are ready for move-in.
• May perform other duties as assigned.

Requirements:

Minimum Qualifications

• High school diploma or general education degree (GED); or one to three years related experience and/or training; or equivalent combination of education and experience.
• Able to read and comprehend simple instructions, short correspondence, and memos. Able to write simple correspondence. Able to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
• Able to add and subtract two-digit numbers and to multiply and divide with 10's and 100's.
• Able to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Able to deal with problems involving a few concrete variables in standardized situations.
• Able to operate: telephone, emergency call system, monitoring board or beeper, photocopier. Able to work various schedules and shifts as needed.
• Must have submitted and completed a Criminal Background check for unlicensed employees in compliance with state regulation.
• Must provide a medical certification from a licensed healthcare provider confirming that the employee is free from communicable disease including TB in compliance with state regulation at hire and annually thereafter.

Required Behavior

• Arrives to work on time.
• Absence and tardiness is minimal.
• Able to demonstrate a high level of service delivery; does what is necessary. To ensure customer satisfaction; deals with service failures and prioritizes customer needs.
• Able to clearly present information through the spoken word; reads and interprets complex information; talks with residents, family members and customers; listens well.
• Able to communicate with others in a warm and helpful manner while simultaneously building credibility and rapport.
• Able to work cooperatively with a group of people to achieve goals and objectives.
• Able to be tactful; maintains confidences, and fosters an ethical work environment; prevents inappropriate behavior by coworkers; gives proper credit to others; handles all situations honestly.
• Able to work various schedules and shifts as needed.
• Able to keep an open mind and change opinions on the basis of new information; performs a variety tasks and changes focus quickly as demands change; manages transitions effectively from task to task; adapts to varying customer needs.

Physical Demands

• Physically able to move at least 20 lbs. without assistance.
• Physically able to bend, reach, and work in small areas.
• Physically able to push and pull office equipment and furnishings.

Benefits:

Full time position offers a competitive benefit program to include Medical, Dental, Vision, Health FSA, Dependent Care FSA, Short-Term Disability, Long Term Disability, Life Insurance, Home and Auto Discount program, Vendor Discount Program, 401(k) with matching contribution, Accrued Vacation, Sick, and Personal time and Paid Holiday Benefit. Employee referral bonus, and resident referral bonus.