Administrative Specialist

Administrative Specialist

Reporting to the Executive Director, the Administrative Specialist supports Community Leadership with operational, managerial, and administrative functions in the community. The Administrative Specialist is the first point of contact for families and external guests in the community and is responsible for creating a positive customer experience.

Essential Functions and Responsibilities :

• Greets, signs in, and assists all guests who enter the community
• Answers the phones, addresses basic questions, and provides excellent assistance to all callers
• Assists with the organization and filing of paperwork
• Assists with general cleaning in the community and maintenance of entrance and front desk of the community
• Requests and maintains an appropriate inventory of general office items (pens, paper, etc.)
• Manages the community's incoming and outbound mail
• Assists residents and family members with general questions and / or directs them to the appropriate individual
• Assists management with creating and distributing communications to staff and / or residents
• Assists Executive Director and Director of Nursing with scheduling meetings requested by staff, residents, and family members. Instead of allowing them to walk into their offices unannounced.
• Assists Executive Director with scheduling and content development for staff meetings
• Assists Life Enrichment Coordinator in facilitating resident activities as they are scheduled
• Assists Marketing Director with the move-in process as necessary
• Collects and holds account receivable payments and manages receipt book
• Manages transportation schedule and confirms appointments with both the resident and transportation driver
• Ensures employee and resident files are organized and well-kept
• Assists in the hiring process by posting jobs in Paycom, reviewing applications, conducting phone screens, scheduling interviews, and completing New Hire Orientation on the first day
• Performs additional duties as assigned

Required Qualifications

Preferred Qualifications