Admin/Staff Coordinator

Park Senior Villas at Houghton is hiring an Admin/Staff Coordinator!!

Administrative

• Provide clerical and administrative support to the Executive Director and department supervisors.
• Answer incoming calls and direct accordingly.
• Distribute mail to Executive Director and other departments daily.
• Assist with accounts receivable including collection of rent and daily banking deposits.
• Process invoices for accounts payable and enter into budget tracking system.
• Order clerical and office supplies for departments as directed by BOM.
• Ensure maintenance of business office equipment.
• Maintain an organized and neat office area, including records.  Purge records and store neatly per company guidelines.
• Prepare correspondence as necessary and directed by Executive Director.
• Develop knowledge of community policies, procedures and state/federal regulations pertaining to personnel, resident trust, and billing.
• Schedule and assist with interviews for caregivers, assistant caregivers and other open positions.
• Gather and monitor all necessary documents for new employees including reference checks, certifications, fingerprint clearance cards, TB test, CPR/first aid, identification, and all other required documents.
• Assist the Scheduler with staffing duties, including periodic coverage of staffing phone and filling caregiver shifts.
• Assist the Executive Director or other departments with additional administrative duties as assigned.

Staffing    

    • Follows the master staffing schedule

    • Communicates continuously with Director of Wellness to ensure coordination of information and maintain accuracy of care schedule

    •  Utilizes and prepares daily staffing with continual revisions as necessary in the staffing system. 

    • Follows Park Senior Villas policy and guidelines for budgeting and assignment of staff

    • Provides a listing of vacant positions for corporate weekly

    • Schedules staff vacations according to guidelines in the personnel policies and with the Executive Director & Director of Wellness direction

   • Track attendance and call offs include write ups

   • Ensures at least one other staff member is oriented to the schedulers position in the event of vacation, sick leave, etc...

  • Approves hours for payroll daily and updates weekly outcomes to corporate weekly with ED. 

  • Monitor and forward overtime request & paid time off requests for the Executive Director’s approval.

  • Creates and maintains forms necessary for completion of scheduler's tasks

  • Respects the confidentiality and dignity of staff and residents

  • Ensure all new employee orientation and required documents remain current. 

  • Recruit, hire, counsel, train, and terminate employees per the Directors review and company guidelines.

  • Work with the Executive Director and Director of Wellness to hold job fairs, new opportunities to attract new hires 

  • Maintain employee files in accordance with state regulatory guidelines

  • Ensure that caregivers have all necessary client information and skill set before working a shift.

Sales

• Assist Executive Director & Sales Director and other department supervisors with prospective tours and marketing events.
• Create resident folders, maintain appropriate sales materials and enter data in CRM tracking program.

 Customer Service

• Possess and maintain knowledge of the community, its benefits, services, residents, families, and employees.
• Provide support with incoming calls, in a warm, pleasant, and professional manner.  Take detailed messages when appropriate.
• Greet all visitors, residents, family members, and employees in a warm and helpful manner.
• Provide other assistance with resident services as requested by supervisor.
• Provide sales assistance, including tours of the community when designated staff is not available.

 Qualifications:

• Genuine concern for and ability to work with the elderly.
• Ability to manage and prioritize a large, complex workload within deadlines.
• Possess sufficient communication and language (orally and written) skills to perform job duties and communicate with residents, other staff, family members, etc., as needed.
• Ability to make sound, mature decisions.
• Ability to perform basic accounting and bookkeeping transactions.
• Professional telephone answering skills.
• Intermediate computer skills with knowledge of Microsoft Office software (Word, Outlook, and Excel).
• Intermediate to advanced skills in operating office equipment: facsimile, copier, laminator, etc.
• Must be able to utilize standard precaution knowledge and infection control measures where required.
• Ability to work with superiors and within the parameters of corporate policies and procedures.
• Must be able to safeguard confidential information and abide by all H.I.P.P.A. laws.

Education:

Minimal high school graduate preferred two years of college education specializing in business or accounting.

 Experience:

Candidate must have Caregiver staff scheduling experience.  Experience working with the elderly is preferable.

Benefits Medical, Dental, Vision, HSA and 401K