Administrative Assistant

JOB SUMMARY

The Administrative Assistant provides support to the Healthcare Administrator and Assisted Living Manager by serving those who live in, work in, or visit Assisted Living and Health & Rehabilitation in person, on the phone, and through postal or electronic media. Reporting to the Senior Administrative Assistant, this position responds to routine requests, arranges for resident transportation, and answers the telephone.

ESSENTIAL JOB FUNCTIONS

Greets residents and visitors in a friendly, professional manner, answering questions or directing them to the appropriate area or department; answers the telephone promptly, transferring calls to appropriate departments/persons

Assists residents with small clerical tasks such as addressing cards and envelopes, making photocopies, and retrieving mail; stamps, sorts, and distributes mail; redirects improperly addressed mail

Provides information on facilities, services, and events

Submits work orders for the residents of Assisted Living and Health & Rehabilitation through the online portal and takes the initiative to follow up on any outstanding work orders to ensure completion

Remains alert to problems, changes, or needs of residents and relays needs or concerns to the proper departments, following up when necessary

Manages retail store sales, reconciles sales, and runs reports when needed

Documents and maintains up-to-date front desk procedure manual

Provides administrative support as requested to the Healthcare Administrator and others as assigned

Assists with month-end inventory of medical supplies in the facility's retail store

Assists with scheduling private CNA companions, as needed, for Assisted Living, Health & Rehabilitation, Memory Support, and Namaste residents

Responsible for making Skilled and Long-Term Care appointments and setting up transportation to and from the appointments; provides appointment reminders to the appropriate staff and residents in advance of their appointments

Receives deliveries for the Health & Rehabilitation Center, sorts business and resident mail, redirecting improperly addressed mail and distributing mail to residents

Assists with minor IT and TV issues for resident's when/if requested

Reviews applications in applicant tracking system, conducts phone screens and schedules interviews with applicants and hiring managers; verifies licenses for candidates as needed

Responsible for the general appearance of the lobby and front desk

Performs other duties as assigned

QUALIFICATIONS

High school diploma or GED required; one or more years of experience in an administrative or customer service roles, preferably in the senior living industry; proficiency in MS Office (Word, Excel, and PowerPoint) and Google Suite, required; demonstrated work experience with office procedures, proofreading, and bookkeeping

KNOWLEDGE, SKILLS, AND ABILITIES

Basic knowledge of cash receipts and accounting procedures, required; strong administrative skills; highly organized, creative; attention to detail; ability to communicate effectively in English both verbally and in writing; ability to understand and respond appropriately to older adults with unique life issues; ability to exercise sound judgment and maintain professional working relationships; ability to handle a wide variety of tasks simultaneously in a fast paced environment; ability to read and interpret policies; ability to relate well with visitors, residents, and staff in a courteous, friendly, prompt, and tactful manner

BENEFITS (Full-Time and Part-Time Plus employees)

• Health, Dental & Vision Insurance
• FSA & HSA
• 403(b) Retirement Plan*
• 529 College Savings Plan*
• Long-Term Care Insurance
• Legal Resources
• Paid Time Off
• Holiday Pay*
• Corporate Wellness Program*
• Health Club & Spa Membership*
• Employee Education & Training Fund*
• Employee Assistance Program
• Credit Union Membership*
• Part-Time employees eligible

Williamsburg Landing is a non-profit, independent community offering a vibrant lifestyle for residents.

EOE/Tobacco Free/Drug Free