Administrative Assistant

The Administrative Assistant plays a critical role in ensuring smooth operations and efficient communication within the facility, as well as providing support to residents, families, staff, and visitors.  

Schedule: Full-Time, Weekdays (M-F), 7:30 AM - 4:00 PM

Primary Responsibilities and Duties: 

• Perform general clerical duties, including answering phones, responding to inquiries, taking messages, and directing calls to appropriate staff members. 
• Greet and assist visitors, residents, and families in a professional and courteous manner, providing information and assistance as needed. 
• Maintain electronic and paper filing systems, including resident records, personnel files, and administrative documents ensuring accuracy, confidentiality, and compliance with regulatory requirements. 
• Assist with scheduling appointments, meetings, and events, including coordinating calendars, sending reminders, and arranging conference rooms or other facilities as needed. 
• Prepare and distribute correspondence, memos, reports, and other documents, ensuring accuracy, formatting consistency, and timely delivery.  
• Assist with resident admissions and discharges, including completing paperwork collecting information, and coordinating with nursing and administrative staff. 
• Process incoming and outgoing mail, including sorting, distributing, and forwarding correspondence to appropriate recipients. 
• Assist with billing and financial tasks, such as processing payments, reconciling accounts, assisting with accounts payable, and generating invoices or statements as directed. 
• Order and maintain office supplies and equipment, ensuring adequate inventory levels and coordinating repairs or maintenance as needed. 
• Operate and communicate effectively on the facility paging and telephone system which includes screening and directing all incoming calls appropriately.  
• Be neat, clean and appropriately dressed to present an appearance acceptable to residents and the public.
• Perform all other duties as requested by management. 

Job Qualifications: 

• At least 3 years of previous experience in an administrative support role, preferably in a healthcare or senior living setting. 
• Knowledge of basic office equipment, including copiers, fax machines, printers, and multi-line phone systems. 
• Proficiency in MS Office (MS Excel and MS Word in particular).
• Strong organizational and time management skills, with the ability to prioritize tasks, meet deadlines, and manage multiple projects simultaneously. 
• Excellent communication and interpersonal skills, with the ability to interact professionally with residents, families, staff, and external contacts. 
• Attention to detail and accuracy in data entry, recordkeeping, and document preparation. 
• Ability to maintain confidentiality of sensitive information and handle confidential materials with discretion. 

Physical Requirements:

• Work performed in a medical setting due to the need to work directly with other employees, residents, and their families.  
• Must be able to sit, stand, bend, reach, talk, hear, stoop, kneel, crouch, stretch, and twist.
• Required vision includes close, vision, distance, peripheral, and the ability to adjust focus. 
• Stamina to sit or stand for extended periods while performing administrative duties at a workstation or reception area. 
• Capability to lift and carry office supplies, equipment, and materials as needed to set up workstations, stock supplies, or assist with deliveries. 
• Maintain regular attendance and timeliness as set forth within the work schedule designated by the department supervisor/manager.
• Job requires accepting criticism and dealing calmly and effectively with high-stress situations.