What are the responsibilities and job description for the Operations Support Administrator position at Omega Senior Living?
Provides administrative support to the Chief Operations Officer/or other senior directors. Coordinates and manages the scheduling of business meetings, conference calls, appointments, and other events, and acts as the liaison between the COO and other members of the Executive team and employees, and others inside and outside of the organization. Operations Support Administrators work with colleagues in various departments to make sure that the systems in place are working properly, identify areas where improvements can be made and allocate both human and physical resources to different business streams depending on their requirements.
Essential Duties
Adheres to policies, operating procedures, Omega Core Values, and the Mission
Provide executive level management administrative support by conducting research, handling information requests, making and receiving phone call, and performing clerical functions.
Maintains a high level of confidentiality
Manages daily schedule and calendar for the VP by reviewing and preparing for planned meetings and events, gathering materials, documents, and other materials needed in advance of the event, and being available as needed for follow-up and assistance during the scheduled event
Prepares correspondence, receives visitors, arranges conference calls, and schedules meetings.
Facilitating cross-channel feedback from customers and employees to management and executive teams
Makes travel arrangements for the COO, senior executives, external consultants, visitors, dignitaries, and others as needed by making reservations and purchasing tickets, making hotel, rental car, and other travel accommodations; submit expense reports and receipts in a timely fashion.
Observing, reviewing and analyzing processes to identify inefficiencies and areas where improvements could be made
Identifying and resolving any problems in processes
Prepares proposals, presentations, memos, e-mails, reports, spreadsheets, letters, and other documents for internal and external distribution by drafting, proofreading and spell checking.
Participates in or completes special projects and other assignments by planning and coordinating tasks and activities with other employees, contracting with vendors, service providers, and other internal or external resources as needed, leading and/or participating in meetings
Oversees and manages the day to day operation of the back office; maintain and order office, kitchen, and other supplies as needed
Working with team leaders, managers and department heads to learn departmental needs and goals
Completes various human resources, financial, administrative, and other reports and analysis, and performs other duties as assigned as necessary.
Collaborating with management and executives to set departmental and organization-wide goals
Designing and maintaining clear operational guides to ensure consistency of operations
Follows established policies and procedures by monitoring and ensuring compliance with regulatory requirements, organizational standards, and operational processes related to areas of responsibility and reporting violations or infractions to appropriate individuals
EDUCATION
High school diploma or GED required
Degree in business administration, facility management, or a related field preferred.
Experience
Requires prior experience of 3-5 years in an administrative or office manager role
Prefer experience with Microsoft Office to include Word, Excel, Outlook and Adobe
Requires attention to detail and ability to follow instructions
Resident care philosophy with a focus on providing the highest level of quality service and professional interaction
Specific Requirements
Must be able to read, write, speak, and understand the English language.
Must possess the ability to make independent decisions when circumstances warrant such action.
Must possess the ability to deal tactfully with personnel, residents, family members, visitors, government agencies/personnel and the general public.
Must possess the ability to work harmoniously with and supervise other personnel.
Must possess the ability to plan, organize, develop, implement, and interpret the programs, goals, objectives, policies and procedures, etc., that are necessary for providing quality care and maintaining a sound operation.
Must have patience, tact, cheerful disposition and enthusiasm, as well as must be willing to handle residents, staff, and visitors, based on whatever maturity level at which they are currently functioning.
Must possess the ability to seek out new methods and principles and be willing to incorporate them into existing practices.
Must be able to maintain good personnel relations and employee morale.
Must be able to read and interpret financial records, reports, etc.
Must be knowledgeable of computer systems, system applications, and other office equipment.
Must be able to communicate policies, procedures, regulations, reports, etc., to personnel, residents, family members, visitors, and government agencies/personnel.
Must be able to multitask.
Omega Senior Living is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, age, national origin, protected veteran status, disability, or any other basis protected by federal, state, or local law. Applicants have rights under Federal Employment Laws
Essential Duties
Adheres to policies, operating procedures, Omega Core Values, and the Mission
Provide executive level management administrative support by conducting research, handling information requests, making and receiving phone call, and performing clerical functions.
Maintains a high level of confidentiality
Manages daily schedule and calendar for the VP by reviewing and preparing for planned meetings and events, gathering materials, documents, and other materials needed in advance of the event, and being available as needed for follow-up and assistance during the scheduled event
Prepares correspondence, receives visitors, arranges conference calls, and schedules meetings.
Facilitating cross-channel feedback from customers and employees to management and executive teams
Makes travel arrangements for the COO, senior executives, external consultants, visitors, dignitaries, and others as needed by making reservations and purchasing tickets, making hotel, rental car, and other travel accommodations; submit expense reports and receipts in a timely fashion.
Observing, reviewing and analyzing processes to identify inefficiencies and areas where improvements could be made
Identifying and resolving any problems in processes
Prepares proposals, presentations, memos, e-mails, reports, spreadsheets, letters, and other documents for internal and external distribution by drafting, proofreading and spell checking.
Participates in or completes special projects and other assignments by planning and coordinating tasks and activities with other employees, contracting with vendors, service providers, and other internal or external resources as needed, leading and/or participating in meetings
Oversees and manages the day to day operation of the back office; maintain and order office, kitchen, and other supplies as needed
Working with team leaders, managers and department heads to learn departmental needs and goals
Completes various human resources, financial, administrative, and other reports and analysis, and performs other duties as assigned as necessary.
Collaborating with management and executives to set departmental and organization-wide goals
Designing and maintaining clear operational guides to ensure consistency of operations
Follows established policies and procedures by monitoring and ensuring compliance with regulatory requirements, organizational standards, and operational processes related to areas of responsibility and reporting violations or infractions to appropriate individuals
EDUCATION
High school diploma or GED required
Degree in business administration, facility management, or a related field preferred.
Experience
Requires prior experience of 3-5 years in an administrative or office manager role
Prefer experience with Microsoft Office to include Word, Excel, Outlook and Adobe
Requires attention to detail and ability to follow instructions
Resident care philosophy with a focus on providing the highest level of quality service and professional interaction
Specific Requirements
Must be able to read, write, speak, and understand the English language.
Must possess the ability to make independent decisions when circumstances warrant such action.
Must possess the ability to deal tactfully with personnel, residents, family members, visitors, government agencies/personnel and the general public.
Must possess the ability to work harmoniously with and supervise other personnel.
Must possess the ability to plan, organize, develop, implement, and interpret the programs, goals, objectives, policies and procedures, etc., that are necessary for providing quality care and maintaining a sound operation.
Must have patience, tact, cheerful disposition and enthusiasm, as well as must be willing to handle residents, staff, and visitors, based on whatever maturity level at which they are currently functioning.
Must possess the ability to seek out new methods and principles and be willing to incorporate them into existing practices.
Must be able to maintain good personnel relations and employee morale.
Must be able to read and interpret financial records, reports, etc.
Must be knowledgeable of computer systems, system applications, and other office equipment.
Must be able to communicate policies, procedures, regulations, reports, etc., to personnel, residents, family members, visitors, and government agencies/personnel.
Must be able to multitask.
Omega Senior Living is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, age, national origin, protected veteran status, disability, or any other basis protected by federal, state, or local law. Applicants have rights under Federal Employment Laws
