Administrative Assistant

• Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed.
• Drafts communication for department manager and distributes accordingly; updates and hangs internal postings.
• Answers and transfers phone calls, screening when necessary. Provides back-up support to concierge area when needed.

• Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
• Ability to multi-task, balance team and individual responsibilities, and respond promptly to resident and visitor needs.

• Performs secretarial duties and administrative support tasks for key executives: drafts and types letters, memos, newsletters, and documents; transcribes dictated correspondence and meeting minutes.
• Maintains calendars and schedules; schedules appointments and coordinates the scheduling of events or meetings; makes travel arrangements.
• Administers multiple projects and provides project management as requested by supervisor.
• Performs public relations duties: answers phones and delivers messages, has significant contact with internal and external professionals and other key contacts.
• Manages the creation and set-up of presentation materials for the executive or resident groups.
• Develops and maintains organizational systems for records.
• Greets residents, clients and visitors and informs necessary parties.
• Maintains resident confidentiality
• Files resident and employee records. Updates terminations/move outs, I-9.
• Submits open positions through internal postings.
• Answers and transfers phone calls, screening when necessary. Provides back-up support to concierge area when needed.
• Welcomes and directs residents, employees and visitors to the department. Properly tracks and logs visitors with screening requirements.
• Maintains filing system as assigned.
• Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed.
• Drafts communication for department manager and distributes accordingly; updates and hangs internal postings.
• Responds to and resolves administrative inquiries and questions.
• Coordinates and schedules travel, meetings, and appointments for managers and supervisors.
• Prepares agenda and schedules for meetings.
• Records and distributes minutes or other records for meetings.
• Maintains office supplies and coordinates maintenance of office equipment.
• Report all new hires, status changes (leaves of absence, classification and wage changes) and changes that affect participation in benefit programs for community staff.
• Ensure that Corporate and state requirements for completion of all post offer / pre- employment checks (criminal background, abuse and licensure checks, drug testing, health/communicable disease screenings) are requested and completed and documented in the associate/s personnel file.
• Assist with planning and preparation of New Hire Orientation(s) with the community leadership team and with new hires.
• Assist with associates' training records and prepares training certificates for associates personnel file.
• Tracks associate renewals for specific certifications/licenses.
• Provide all eligible new hires benefits packets and ensure receipt documentation is placed in file.
• Assist with planning and preparation of associate engagement functions at the Community.
• Take minutes at assigned associate, resident, committee and community meetings.
• Assist with community communications; postings, flyers for communication for community as a whole

• Delegates tasks and initiatives to concierge, security associates as needed.
• Observe and abide by all regulations to ensure that personal health information is protected during its collection, use, disclosure, storage, and destruction within the community; and to ensure only the minimum necessary information is known to function in this position.
• Assure resident safety.
• Follow written and oral directions.
• Maintain confidentiality of resident and community information.
• Complete assignments timely, completely and accurately.
• Attend all in-services as assigned or requested.
• Participate in interdisciplinary team and other community meetings as assigned or requested.
• Consistently work cooperatively with residents, co-workers, physicians, families, consultant personnel and other ancillary service providers.
• Observe all community safety policies and procedures.
• Is observant of safety hazards and emergency situations, and reports to appropriate person or takes corrective action according to established procedures.
• Come to work in a clean, neat attire and consistently present an appropriate professional appearance.
• Come to work as scheduled and consistently demonstrate dependability and punctuality, complies with attendance policy.
• Assume accountability for data contained in the employee handbook.
• Assumes accountability for compliance with Federal, State, and other regulations within scope of control and of which informed.
• Observe infection control procedures.
• Follow Residents' Rights policies at all times.
• Observe all community policies and procedures.
• Accept assigned duties, instructions or correction in a cooperative manner, voicing concerns or disagreement in a professional manner through established chain of authority according to state procedures.
• Perform incidental housekeeping and maintenance tasks as may arise during the course of regular duties, in order to maintain a clean, safe, pleasant environment for residents, visitors and staff.
• Perform all other related duties as assigned in an effective, timely and professional manner.

• We treat everyone with courteous respect.
• We strive to anticipate your needs and act accordingly.
• We listen and respond enthusiastically in a timely manner.
• We hold ourselves and one another accountable.
• We make you feel important.
• We embrace and value our differences.
• We ask, “Is there anything else I can do for you?
• We maintain high levels of professionalism, both in conduct and appearance, at all times.
• We pay attention to details.

• High School diploma or general education (GED) required
• Associates degree preferred.
• 1-3 years' experience and/or training in administrative support role; or equivalent combination of education and experience
• Strong written and verbal communication, critical thinking skills.
• Proficiency in the English language enabling the employee to read, write, comprehend and communicate simple instructions, correspondence, memos, etc.
• Familiarity with Microsoft Office Suite products
• Must demonstrate excellent telephone communication skills.
• Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
• Ability to compute simple math, including units of American money.
• Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions.
• Ability to deal with problems involving few concrete variables in standardized situations.
• Willingness to be available for any/all emergencies regarding the community
• Ability to multi-task, balance team and individual responsibilities, and respond promptly to resident and visitor needs.

• Lifts and carries up to 50 lbs. with assistance occasionally
• Pushes and pulls up to 50 lbs. with assistance occasionally
• Reaches, bends and twists occasionally
• Climbs, reaches, bends and twists occasionally
• Talks and listens occasionally
• Sits, stands and walks frequently

• Routinely process written information as in policies and procedures, posted notices, instruction materials, regulations, etc.
• Routinely complete forms and other written documentation.
• Routinely observe resident actions, gestures, and facial expressions.

Life Care Services