SUMMARY: Provides high-level administrative support and leadership to the community. Focusing their efforts on confident decision making, oversight and the completion of assigned task and projects. Continued focus and responsibility with phone and visitor reception, preparing reports, addressing information requests, preparing correspondence, purchasing, accounting, financial review, arranging conference calls, scheduling meetings, assisting with sales and marketing, life engagement and project-based assignments. This position also oversees certain operational departments within the community.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

· Serves as lead administrative resource to the Executive Director

· Manages the daily routine operation of certain departments – Life Engagement, Housekeeping

· In conjunction with the Executive Director completes and processes monthly billing, invoices, financial review, budget adherence and other related accounting and bookkeeping.

· Performs monthly financial review and monitors accounts receivable and accounts payable.

· Participates on sales calls and outside networking on a bi-weekly basis.

· Delivers professional and courteous communication to families regarding community events, resident supply needs, care plan meetings and other communications as requested.

· Engages residents in meaningful conversation and activities related to their individual interests.

· Facilitates and/or participates in resident group activities.

· Oversees all aspects of general office coordination including copying, faxing, mailing, and filing.

· Organizes and maintains file system, scans invoices/documents for electronic storage, and files correspondence and other records.

· Coordinates work flow and meetings, coordinates meetings and conferences and ensures overall community is meeting expectations

· Acts as backup to Executive Director in all areas.

· Ability to work with and maintain confidentiality of personnel records.

· Prepares agendas, takes meeting minutes, and makes arrangements for meetings.

· Answers phones and transfers to appropriate staff member.

· Opens, sorts, and distributes incoming correspondence, including faxes and emails.

· Signs for and distributes UPS/FedEx or similarly delivered packages.

· Assists in the development of monthly community newsletters, preparing and posting activity calendars, and written family communications.

· Submits and tracks work orders and service requests for community needs.

· Purchases flowers, badges, supplies, and uniforms using proper procedures and within the assigned community budget.

· Supports community staff in assigned, project-based work.

· Budgetary responsibilities include ensuring purchases are within assigned community budget and reviews monthly financials to identify variances and opportunities.

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

· High school diploma and 3 - 5 year’s experience in operations and general office responsibilities and procedures.

· Proficiency with Microsoft Office and other applications.

· Knowledge of principles and practices of basic office management and organization.

· Ability to thrive in a fast-paced environment.

· Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

· Ability to exercise good judgment and problems solve with minimal assistance.

· Strong analytical and organizational skills, exceptional time management skills, Attention to detail to ensure accuracy.

COMPETENCIES:

· Teamwork – Balances team and individual responsibilities; Exhibits objectivity and openness to others’ views.

· Quality Management –Demonstrates accuracy and thoroughness.

· Planning/Organizing – Prioritizes and plans work activities; uses time efficiently.

· Ethics – Follows through on commitments; inspires the trust of others; works with integrity and ethically; upholds organizational values.

· Dependability – Follows instructions, responds to management direction; results- oriented and committed to achieving objectives and tasks as required.

PHYSICAL DEMANDS: The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

· Required to sit regularly, occasionally stand and walk, lift and/or move up to 50 pounds.

· The noise level in the work environment is usually moderate. ,

· This position requires local travel and occasional out of town travel.

Job Type: Full-time

Pay: $50,000.00 - $60,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday
• Weekends as needed

Application Question(s):

• Do you have experience dealing with Alzheimer's and/or Dementia?

Experience:

• Operations: 3 years (Required)
• Microsoft Office: 2 years (Required)
• Assisted living: 3 years (Preferred)

Work Location: In person