Administration Manager

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Administration Manager

SUMMARY: Provides high-level administrative support to memory care community with phone and visitor reception, preparing reports, addressing information requests, preparing correspondence, purchasing, arranging conference calls, scheduling meetings, and project-based assignments.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Greets and welcomes all visitors and guests upon their entrance into the community and when calling by phone.
• Delivers professional and courteous communication to families regarding community events, resident supply needs, care plan meetings and other communications as requested.
• Engages residents in meaningful conversation and activities related to their individual interests.
• Facilitates and/or participates in resident group activities.
• Oversees all aspects of general office coordination including copying, faxing, mailing, and filing.
• Organizes and maintains file system, scans invoices/documents for electronic storage, and files correspondence and other records.
• Maintains managers’ calendars to coordinate work flow and meetings and coordinates meetings and conferences using Microsoft Outlook.
• Acts as backup to Executive Director on all confidential HRIS activities.
• Ability to work with and maintain confidentiality of personnel records.
• Prepares agendas, takes meeting minutes, and makes arrangements for meetings.
• Answers phones and transfers to appropriate staff member.
• Opens, sorts, and distributes incoming correspondence, including faxes and emails.
• Signs for and distributes UPS/FedEx or similarly delivered packages.
• Assists in the development of monthly community newsletters, preparing and posting activity calendars, and written family communications.
• Submits and tracks work orders and service requests for community needs.
• Purchases flowers, badges, supplies, and uniforms using proper procedures and within the assigned community budget.
• Supports community staff in assigned, project-based work.
• Budgetary responsibilities include ensuring purchases are within assigned community budget.
• Attends daily Stand-up meetings and other in-services and training.

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

• High school diploma and six (6) months experience in general office responsibilities and procedures.
• Proficiency with Microsoft Office applications.
• Knowledge of principles and practices of basic office management and organization.
• Ability to thrive in a fast-paced environment.
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.
• Ability to exercise good judgment and problems solve with minimal assistance.
• Strong analytical and organizational skills, exceptional time management skills, Attention to detail to ensure accuracy.

COMPETENCIES:

• Adaptability - Maintains effectiveness during change. Adjusts effectively to work within a new work structure, processes, requirements or cultures – tries to understand change; approaches change or newness positively.
• Informing - Provides information people need to know to do their jobs. Provides direct feedback and timely information to individuals (managers, customers, peers) so that they can make accurate decisions.
• Organizing - Orchestrates multiple activities to accomplish goals. Can Marshal resources (people, funding, material, support) to get things done; uses resources effectively and efficiently; arranges information and files in a useful manner.
• Planning - Scopes out length and difficulty of tasks and projects. Sets objectives and goals; breaks down work into process steps; develops schedules and task/people assignments; anticipates and adjusts for problems and roadblocks; measures performance against goals; evaluates results.
• Priority Setting - Spends time on what is important. Quickly zeros in on the critical few and puts the trivial aside; quickly senses what will help or hinder accomplishing a goal; eliminates roadblocks; creates focus.
• Process Management - Determines the processes necessary to get things done. Knows how to organize people and activities; understands how to separate and combine tasks into efficient work flow; knows what to measure and how to measure it; sees opportunities for synergy and integration where others cannot; simplifies complex processes; gets more out of fewer resources.
• Quality of Work - Follows established processes to produce quality work. Produces work that meets standards, is error free, and results in minimal waste and re-work; accomplishes task by considering all areas involved, no matter how small; shows concern for all aspects of the job.

PHYSICAL DEMANDS: The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Required to sit regularly, occasionally stand and walk, lift and/or move up to 25 pounds.
• The noise level in the work environment is usually moderate. ,
• This position requires local travel and occasional out of town travel.

Job Type: Full-time

Pay: $18.00 - $20.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

Ability to Relocate:

• Orland Park, IL 60462: Relocate before starting work (Required)

Work Location: In person

Salary : $18 - $20