GENERAL SUMMARY: 

The Administrative Assistant facilitates the efficient operation of the assigned department by performing a variety of clerical and administrative tasks. This role will focus primarily on supporting the Director of Health Services with scheduling, document collection for move ins and supply inventory/ordering, as needed. 

PRINCIPLE DUTIES: 

1. Answers and transfers phone calls, screening when necessary. Provides back-up support to receptionist area when needed. 

2. Welcomes and directs residents, employees and visitors to the department. Properly tracks and logs visitors with screening requirements. 

3. Maintains filing system as assigned. 

4. Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed. 

5. Drafts communication for department manager and distributes accordingly. 

6. Responds to and resolves administrative inquiries and questions. 

7. Coordinates and schedules travel, meetings, and appointments for managers and supervisors. 

8. Prepares agenda and schedules for meetings. 

9. Records and distributes minutes or other records for meetings. 

10. Maintains office supplies and coordinates maintenance of office equipment. 

11. Coordinates and plans events for the department while working with other key personnel in other departments (i.e. Marketing, Dining Services, etc.). 

12. Performs other duties as assigned.

HOSPITALITY FOCUS: 

The Community fully embraces a culture of hospitality. To that end, we include the following hospitality promises as a guide for our interpersonal interactions with residents, co-workers, and guests: 

1. We greet residents, employees and guests warmly, by name and with a smile. 

2. We treat everyone with courteous respect. 

3. We strive to anticipate resident, employee and guest needs and act accordingly. 

4. We listen and respond enthusiastically in a timely manner. 

5. We hold ourselves and one another accountable. 

6. We embrace and value our differences. 

7. We make residents, employees and guests feel important. 

8. We ask “Is there anything else I can do for you?” 

9. We maintain high levels of professionalism, both in conduct and appearance, at all times. 

10. We pay attention to details. 

WELLNESS FOCUS: 

The Community employees are expected to promote a healthy community culture for all residents and employees. This is a whole-person approach to health and wellness which includes eight dimensions of wellness: Emotional, Environmental, Health Services, Intellectual, Physical, Social, Spiritual and Vocational. Through these efforts we can ensure and exceed residents’ wellness needs relating to their mind, body and soul, which may also have a positive effect on the employees, as a result. 

QUALIFICATIONS: 

Associate’s Degree preferred. Proven ability with computer and communication skills. Must have knowledge of Microsoft Office Suite products. Minimum two years’ experience in an office or other professional environment as an administrative worker. 

PHYSICAL REQUIREMENTS/WORKING CONDITIONS:

Position requires sitting for prolonged periods of the time working on a computer. Must be able to lift and carry 25 pounds.