administrative assistant

Position Summary:

Under the direct supervision of the Employee Housing Manager. The employee will be the first point of contact for the Employee Housing Department. They will play a crucial role in creating a welcoming environment for visitors, tenants, staffing agencies, providers, and employees. That will include managing front desk activities, maintaining department files, entering work orders, maintaining data, answering phone calls, scheduling appointments, corresponding with customers via written notice, and providing essential administrative support to ensure administrative operations are performed. Maintains confidentiality of all privileged information.

This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive.

Essential Duties & Responsibilities:

• Responsible for organizing, coordinating, and performing office duties.
• Answer telephone, take messages, and forward messages to appropriate personnel in a timely manner.
• Assure that front office is maintained, clean, and organized.
• Assure that office equipment is in good condition.
• Maintain inventory log on equipment, materials, and supplies.
• Deliver and retrieve mail from the Purchasing Department for the department daily.
• Copy and fax documents as requested.
• Order and maintain office supplies and parts.
• Maintain office and provide a safe working environment.
• Use office machines and equipment, as needed.
• Provide positive, friendly customer service to patients, personnel, and visitors.
• Accurately type correspondences in a professional and timely manner.

Provide guidance and direction for housing application employees/visitors.

Responsible for generating work order requests and coordinating by notifying respective parties by email or memorandum to the accounts coordinator, housing manager, environmental services, general maintenance worker, and groundskeeper of requests.

• Assist housing applicants in completing all appropriate forms by ensuring they are filled out accurately and completely, and that necessary signatures are obtained.
• Responsible for effectively communicating pertinent information to appropriate personnel.
• Collect, sort, and deliver incoming and outgoing mail daily.
• Responsible for creating purchase requisitions and purchase orders.
• Responsible for creating and processing travel authorizations for department staff as needed.
• Responsible for creating and maintaining logs (mail log, housing application log, waiting list log, preventive maintenance, visitor log, etc.).
• Coordinate the hospitality room with the medical staff by obtaining their schedule.
• Assemble new folders for all tenants, including permanent staff, agencies, providers, etc.
• Ensure all applicable forms are completed, and signatures are collected by all parties, including the Housing Manager and Chief Operating Officer (COO).
• Maintain departmental forms, including Move-in/Move-out Form, Housing Application, Rental Agreement, Family Composition Form, Contractor Application, Security Deposit, Prorated Rent, Vendor Application, etc.
• Maintain housing committee schedule and online calendars.
• Assist with maintaining the Housing Management Policy.
• Works closely with the Accounts Coordinator in coordinating tenant documents when assigning residential units.
• Assist the Accounts Coordinator when setting up new vendors, the reconciliation process, and new vendor lists.
• Coordinate with Finance and Purchasing Departments when setting up new vendors within Meditech.
• Report all incidents of damage or theft to the Security Department and Housing Manager.
• Work closely with the Employee Housing Committee by scheduling regular meetings, identifying meeting dates and times, identifying meeting locations, and notifying committee members by email and calendar invitations.
• Assign and confirm hospitality rooms to new staff and notify them at least 24 hours in advance.
• Maintain office equipment by ensuring it is kept in good condition, i.e., copier machine, shredder, scanner, computers, laptops, etc.
• Practice and utilize proper telephone etiquette in business-related conversations (i.e., A.I.D.E.T).
• Maintain a clean working environment for personnel and visitors.
• Maintain front desk lunch-duty schedule to ensure continuity of business.
• Participate and attend company-wide in-service.
• Participate in educational programs seeking to improve and/or learn job-related skills.
• Meet and comply with the standards of the SMH Personnel Policies Manual.
• Crosstrain in back-office duties.
• Update and maintain inventory for supplies
• Inform accounts coordinator or housing manager of any potential problems with the schedule.
• Listen to Tenants' complaints and attempt to solve problems.
• Monitor daily work schedules for providers' housing assignments for last-minute cancellations to assure "availability of hospitality " is used productively by notifying the employee, medical staff team, and recruiter.
• Manage all data for all employee housing.
• Manages correspondences with internal and external customers.
• Maintain and utilize rental software and Excel spreadsheets.
• Maintain strict confidentiality.

Perform other duties as required.

Minimum Qualifications:

• Associate's degree in business administration or a related field.
• Must have three (3) years of progressive work experience in administrative, clerical, and/or customer support.
• High School Diploma or General Equivalency Diploma.
• Ability to speak the Navajo language and/or familiarity with the Navajo way, preferred.
• Must be able to successfully pass the Employee Health Program and background investigation.

Knowledge, Abilities, Skills, and Certifications:

• Ability to speak in the Navajo and English languages.
• Ability to effectively communicate with tenants, supervisors, and clinical personnel.
• Ability to maintain files and keep office organized.
• Ability to manage a diverse range of duties.
• Ability to work in a team setting.
• Ability to keep a calm disposition.
• Ability to operate computer equipment (Scanner, Fax, and Xerox machine)
• Skill in operating business computers and office machines, including in a Windows environment, specifically Word, Excel, Access, and presentation software (such as PowerPoint).
• Must possess an outgoing and friendly personality.
• Ability to relate to the public, particularly a diverse range of population.
• Ability to work under pressure.
• Ability to assume responsibility.
• Ability to use initiative, work with limited supervision, and preserve a high level of confidentiality.
• Organizational structure to multitask and work under pressure.
• Must be willing to assist the department and organization when needed.
• Strong, effective interpersonal skills.

Physical Demands:

While performing the duties of this job, the employee regularly is required to sit; use arms and hands to reach and grasp objects; talk and hear. The employee is frequently required to walk. The employee occasionally is required to stand, stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds.

Work Environment:

Work is generally performed in an office with moderate noise level. Extended hours and irregular shifts may be required.