Description

An Administrative Assistant in an assisted living facility plays a crucial role in ensuring smooth operations and providing essential support to both residents and staff. This position involves a variety of administrative tasks, including scheduling appointments, managing correspondence, maintaining resident records, and coordinating activities and events. Additionally, the Administrative Assistant often serves as the first point of contact for visitors and families, offering information and assistance as needed. They must possess excellent organizational and communication skills, as well as a compassionate demeanor to effectively interact with elderly residents and address their needs. Efficient handling of office duties and a proactive approach to problem-solving are key aspects of this role.

Responsibilities

• Manage Office Operations: Oversee daily office tasks including organizing and maintaining files, scheduling appointments, and handling correspondence. Ensure the smooth functioning of administrative activities in the assisted living facility.

• Resident Support: Provide administrative support to residents and staff by responding to requests, assisting with paperwork, and facilitating communication between residents and their families.

• Record Keeping: Maintain accurate and up-to-date records of residents, staff, and operations. Ensure compliance with all regulatory requirements concerning documentation and confidentiality.

• Communication: Act as the primary point of contact for phone and email inquiries. Disseminate information to residents, families, and staff as needed, ensuring clear and effective communication channels.

• Scheduling: Coordinate and schedule appointments, meetings, and events for both residents and staff. Manage calendars to optimize time management and ensure timely completion of tasks.

• Inventory Management: Monitor and manage office supplies and place orders when necessary. Ensure that the facility is stocked with necessary supplies to support daily operations.

• Financial Support: Assist with basic financial tasks such as processing invoices, reconciling accounts, and maintaining budget records. Support the financial operations to ensure accuracy and compliance.

• Event Coordination: Plan and coordinate events and activities for residents, staff, and families. Ensure that events are well-organized and meet the needs and interests of participants.

• Compliance Assistance: Support the administration in ensuring all operations comply with relevant laws and regulations. Assist with the preparation for inspections and audits.

• Customer Service: Provide excellent customer service to residents, families, and staff. Address inquiries and concerns promptly and professionally to maintain a positive and supportive environment.

• Technological Proficiency: Utilize various software tools for managing records, communication, and scheduling. Ensure the effective use of technology to enhance administrative functions in the facility.

• Training Support: Assist in the orientation and training of new staff members. Provide guidance and support to ensure they understand administrative processes and expectations.

The responsibilities highlighted above are essential to ensure the effective operation of an assisted living facility, contributing to a supportive and organized environment for both residents and staff.