Administrative Assistant

Overview

The Administrative Assistant I – Assisted Living Residence performs administrative and clerical functions to maintain smooth operations and provide exceptional customer service. Coordinates phone correspondence, mail, record keeping, filing, etc. Arranges meetings and maintains minutes. Directs and responds to inquiries and issues appropriately in the absence of supervisor. Creates various reports, forms, and graphs as required.

Responsibilities

The primary responsibilities for the Administrative Assistant I – Assisted Living Residence are:

• Assists with preparing charts and updating forms for new resident admissions and discharges.
• Supports the nursing staff by addressing resident non-clinical issues.
• Assists with coordinating transportation to medical appointments.
• Maintains Assisted Living Residence master files and forms.
• Creates flyers for residents and families.
• Prepares and sends email blasts to families.
• Orders medical supplies.

Additional Duties for all Administrative Assistant I’s May Include:

• Prepares, organizes, updates and maintains documents, forms, logs, newsletters, policies, databases, medical records, minutes, clinical information and files. Ensures paper or electronic information is filed accurately in an easy to retrieve and organized system. May review files or paperwork for completeness, such as signatures and dates.
• Coordinates meetings and appointments by scheduling attendees, preparing agendas, confirming attendance, reserving meeting rooms and arranging for catering/refreshments as directed. Attends meetings and takes minutes as directed.
• May arrange meetings or appointments for patients and families and the necessary transportation for an outside appointment.
• Copies, sorts and routes documents such as mail, publications or packing slips. Delivers to recipients promptly. Sends, receives and distributes fax correspondence.
• Answers phones and handles calls appropriately using positive customer service skills. Takes accurate messages, routes calls and messages, and returns phone calls promptly. Treats all callers with professionalism, courtesy and respect. Keeps internal phone directories and staff rosters up-to-date.
• Facilitates communication within the unit, department or function as needed, verbally or in writing as directed. May maintain bulletin boards or other communication vehicles. Designs, writes, prepares and distributes announcements for departmental activities.
• Routes requests or prepares requisitions for various service departments such as housekeeping, finance and purchasing. Coordinates the ordering of supplies and/or special printing jobs. Ensures supplies and forms are stocked and available for departmental use.
• Greets visitors, notifies Loretto staff members of visitor arrival, and escorts or directs visitors to proper location. May explain facility rules, i.e., visiting hours. May guide resources to meet resident/family member needs.
• Assists with routine projects and activities for the unit, department or function.
• Covers other units/departments/functions when directed.
• Keeps office equipment operating by following operating instructions, troubleshooting breakdowns, maintaining supplies, and calling for repairs.
• Maintains work station and surrounding area in a neat and organized fashion.
• May assist in the evacuation of residents and participants during emergencies.
• May answer the resident call system.

Job expectations for all employees:

• Promotes and role-models the mission, values, vision and strategic goals of Loretto in all interactions with staff, peers, residents, family members, vendors and visitors. Treats people with dignity, professionalism and kindness.
• Demonstrates excellent internal and external customer service skills such as friendly greeting, making eye contact, listening attentively, responding in a timely manner, showing respect and empathy and acting as a role model for staff and peers.
• Demonstrates excellent work attendance, reliability and work ethics.
• Attends and actively participates in required meetings and training sessions.
• Complies with established policies, procedures, and codes of conduct at all times.
• Adheres to all health and safety requirements, regulations, policies and procedures.
• Practices and teaches safety awareness. Identifies and reports or corrects any possible safety or environmental issues.
• Understands all HIPAA and other compliance & regulatory requirements associated with their role, including completion of required internal or external training/certifications.
• Performs a variety of related duties as assigned.

Qualifications

• 0-3 years of administrative or secretarial experience.
• High school diploma required.
• Typing skills minimum 50 wpm.
• Working knowledge of medical terminology.
• Demonstrated organizational skills.
• Ability to prioritize tasks and work with interruptions.
• Ability to understand and carry out complex oral and written instructions.
• Interpersonal and customer service skills to deal positively with supervisors, colleagues, families, internal and external customers, including governmental agency employees.
• Ability to interact with ill, disabled, elderly and at times emotionally upset people within the facility in a positive, respectful manner.
• Proven oral and written communication skills.
• Ability to compose email with a professional tone.
• Proficient with MS Office and able to learn new software rapidly.

An equivalent combination of education and experience which provides proficiency in the areas of responsibility listed above may be substituted for the above education and experience requirements

Physical Requirements

Walking 10.00%

Sitting 80.00%

Standing 10.00%

Lifting nominal, up to 25lbs.

Benefits/Compensation

• Pay -$19.04 - $22.42/hour, based on experience.
• Excellent medical, dental, prescription and vision insurance
• Disability coverage
• Tuition Reimbursement Program
• 401(k) Retirement/Pension Plans
• Discounted Gym Membership
• Free Loretto Health Clinic Visits
• Generous Paid Time-Off Accrual
• Fun events for employees
• Convenient locations with free parking
• Employee Coaches - to help you achieve life goals
• Diaper Assistance Program
• Opportunity for career growth and movement within 19 sites!