Job Summary:

Top Priority: “To provide a loving and spiritual community for older adults to live lives of caring and wholeness inspired by our Carmelite foundation of fraternity, service and prayer.”

The primary role of the Administrative Assistant is to provide courteous and accurate information, along with clerical support, to patients, visitors, families, and St. Ann’s team members, while greeting and directing individuals as they enter the facility.

Essential Functions:

Duties/Responsibilities: Responsible for appropriately greet each person entering the lobby of St. Ann’s by displaying courteous, helpful behavior to patients, visitors, clergy members and personnel. Answers and transfers telephone calls to appropriate location. Directs patients and guests to necessary locations or arranges escort and wheelchair transport if appropriate; assures all persons are accurately directed to the correct location. Navigate visitor sign in process. Sort and forward mail. Assist different departments with various administrative functions.
Administration: Update telephone extension and hallway phone lists. Assist with making and updating various packets such as: admission packets, information packets, resident handbooks, and orientation packets. Update the following as residents admit and discharge: Resident room and mail list, parish list, birthday list, census roster, welcome signs and name plates. Assist with navigating tours for new admissions. Assign concern forms. Responsible for scanning medical documents and putting them into PCC as needed. Assist with making dietary cards and menus. Keep office supplies stocked, and order as needed. Fax and mail copies as needed. Update stamps and sell them to guests as needed. Manage the beauty shop and schedule appointments for residents as needed. Schedule room reservations as needed.
Finance: Responsible for invoice management. Scan invoices into SharePoint and enter them into PCC. Process checks and invoices for mailing and reconcile petty cash monthly.
Communication: Verify by email out of facility transportation needs for JP. Send out Annual, Quarterly, and sig change care conferences through outlook. Send out morning daily census updates and manage online census roster.
Teamwork: Schedule greeters with the Carmelite Sisters to make sure there is always coverage. Complete a portion of NHSN tracking. Assist team as needed, in order to exceed resident’s expectations.
Unparalleled Service: Uphold for self the highest standards of customer service at all times to residents and guests.
Flexibility: Ability to quickly adapt to new topics and processes to meet emerging facility needs. The work schedule may need to align with departmental requirements and goals.

Other duties as assigned to meet standards and organizational goals.

Education and Experience Requirements:

Ability to work in a fast-paced environment with multiple competing demands for time and attention.
Must not pose a direct threat to the health or safety of other individuals in the workplace.
Excellent verbal communication skills with the ability to interact with a diverse group of associates, residents, and family members.
Ability to apply reason, logic, and advanced problem-solving skills to resolve complex and/or sensitive issues.
Positive attitude, enthusiasm and energy.
Works well in team environment
The ability to locate, track, organize and summarize information.
Sense of humor!

Physical Environment:

Must be able to move constantly throughout the workday.
Must be able to speak and write the English language in an understandable manner.
Must be able to cope with the mental and emotional stress of the position.
Must function independently, and have flexibility, personal integrity, and the ability to work effectively with residents, personnel, and support agencies.
Must meet the general health requirements set forth by the policies of this facility, which include a medical and physical examination.
Must be able to push, pull, move, and/or lift a minimum of 25 pounds to a minimum height of 5 feet and be able to push, pull, move, and/or carry such weight a minimum distance of 50 feet.
May be necessary to assist in the evacuation of residents during emergency situations.

Job Type: Full-time

Pay: $18.00 - $20.00 per hour

Expected hours: 40 per week

Benefits:

401(k)
401(k) matching
Dental insurance
Employee assistance program
Flexible spending account
Health insurance
Health savings account
Life insurance
Paid time off
Tuition reimbursement
Vision insurance

Schedule:

8 hour shift
Day shift

Work Location: In person

St. Ann's Home

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Administrative Assistant