Willow Brook Community and Administrative Support Specialist

Position Title: Community and Administrative Support Specialist
Department: Willow Brook Administration
Reports to: Executive Director

As Willow Brook prepares to open its new Independent Living community, we are excited to introduce a brand new position: Community and Administrative Support Specialist. This role will serve as a key point of connection for residents, families, prospective residents, and leadership, providing comprehensive administrative and front-facing support for both Assisted Living and Independent Living. This is a unique opportunity to help shape processes, relationships, and first impressions as a new community comes to life.

What You'll Do:

• Serve as the primary point of contact for all Willow Brook inquiries, including scheduling tours for the new Independent Living community, managing CRM records, conducting initial screenings, and maintaining waiting lists


• Support the launch and ongoing operations of the Independent Living community through organized office workflows and clear communication


• Provide clerical and receptionist support to the Executive Director and leadership team, including document management and policy updates


• Coordinate appointments, meetings, and services for residents, families, staff, and guests


• Maintain general and confidential records in accordance with organizational and regulatory requirements


• Assist leadership with assisted living and Independent Living documentation and compliance-related recordkeeping


• Prepare reports and compile documentation required for Community-Based Services Waivers


• Answer phones, route calls, take messages, and assist with administrative requests

Education and Experience

• High school diploma or equivalent required


• Associates degree in a related field preferred


• Prior administrative, customer service, or community-facing experience preferred


• Knowledge of medical terminology is a plus