JR. ADMISSIONS REPRESENTATIVE

JOB DESCRIPTION
Job Title: Jr. Admissions Representative
Department: Admissions
FLSA Status: Non-Exempt
 
SUMMARY
 The Jr. Admissions Representative (Overnight Shift) plays a key role in supporting prospective clients and their families during the evening and overnight hours. This position ensures timely, compassionate communication with callers, maintains a clean and welcoming environment, and assists with administrative and operational support tasks to ensure the facility runs smoothly 24/7.

ESSENTIAL FUNCTIONS

• Answer incoming admission calls with empathy, professionalism, and urgency. 
• Gathering initial client information and qualified escalation leads to on-call senior admissions staff as needed. 
• Provide general information about the facility, programs, and next steps in the admissions process. 
• Conduct routine walk-throughs of common areas to ensure cleanliness, order, and safety.
• Assist with basic cleaning tasks as needed. (e.g. wiping down surfaces, tidying intake areas, refilling supplies).
• Support staff in preparing the environment for client arrivals, including welcoming setups or basic intake assistance. 
• Perform overnight audit checks to ensure documentation is complete and accurate. 
• Assist in organizing and filing client paperwork or data entry into the EMR system. 
• Help identify missing documents or discrepancies for follow-up by the day admissions team. 
• Communicate with clinical, operations, and nursing teams during shift transitions. 
• Report any facility issues, client concerns, or admissions updates to leadership. 
• Support other departments assigned to ensure uninterrupted facility function overnight. 
• May assist with preparing welcome packets, restocking supplies, or monitoring client activity (non-clinical). 
• Participate in ongoing admissions trainings and development sessions. 
• Maintain confidentiality and compliance with HIPAA and organizational policies. 

The job duties listed in this job description may not be inclusive of all requirements of this position.  Other duties may be assigned by your supervisor.

SUPERVISORY RESPONSIBILITIES
 This job has no supervisory responsibilities.

COMPETENCIES
 To perform the job successfully, an individual should demonstrate the following competencies:
Problem Solving - Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem solving situations; uses reason even when dealing with emotional topics.
Customer Service - Manages difficult or emotional customer situations; responds promptly to customer needs; solicits customer feedback to improve service; responds to requests for service and assistance; meets commitments.
Communications - Expresses ideas and thoughts verbally; expresses ideas and thoughts in written form; exhibits good listening and comprehension; keeps others adequately informed; selects and uses appropriate communication methods.
Teamwork - Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; able to build morale and group commitments to goals and objectives; supports everyone's efforts to succeed.
Ethics - Treats people with respect; keeps commitments; inspires the trust of others; works with integrity and principles; upholds organizational values.
Judgement - Displays willingness to make decisions; exhibits sound and accurate judgment; supports and explains reasoning for decisions; includes appropriate people in decision-making process; makes timely decisions.
 
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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

LANGUAGE SKILLS
 Ability to read, analyze, and interpret common scientific and technical journals, financial reports, and legal documents.  Ability to respond to common inquiries or complaints from customers.  Ability to communicate effectively through email.  Ability to effectively present information to top management, public groups, and/or boards of directors.

MATHEMATICAL SKILLS
 Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
 
REASONING ABILITY
 Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

COMPUTER SKILLS
 To perform this job successfully, an individual should have knowledge of Microsoft Office (Word, Excel and Outlook) as well as CRM platforms, specifically Sales Force.

PHYSICAL DEMANDS
 The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this Job, the employee is regularly required to talk or hear.  The employee is frequently required to stand; walk and sit.  The employee is occasionally required to use hands to finger, handle, or feel; reach with hands and arms and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 10 pounds.  Specific vision abilities required by this job include close vision and distance vision.

WORK ENVIRONMENT
 The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually moderate.