Administrative Assistant

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Description

The Phoenix at Union Hill is seeking an Administrative Assistant to join the team!

The Administrative Assistant reports directly to the Associate Director/Business Office Manager.

PURPOSE

The Administrative Assistant is responsible for providing human resources and accounting generalist services and programs support to the community Associates, department directors and Executive Director which meet and or exceed Phoenix quality service standards. Key areas of responsibility include assisting the Associate Director with processing payroll, daily time and attendance and human resource information system (HRIS), team member recruiting and onboarding, tracking of training, setting up and maintaining the personnel files and employment binders, benefits and worker’s compensation administration, generalist accounting and administration services and support. Responsibilities also include greeting potential residents, families, visitors, managing both external and internal calls, taking and communicating messages; other general administrative duties as well as monitoring the Bistro area for refreshments, cleanliness, music and ensuring a pleasant atmosphere.

Principle Duties And Responsibilities

Resident Care

• Refers to the Resident Profile and addendum for every new resident
• Assist with facilitating a variety of appropriate and personalized activities which incorporates
  
  

all dimensions wellness and are available throughout the day and evening with resident care

associate participation

• Understands the recognition of resident changes in condition, takes appropriate action
• Assist residents to and from activity room (s) when necessary
• In memory care assist the residents to and from Life Skills and other normalizing life enriching
  
  

activities and routine and assist with engagement

Sales

• Provides an overview of community information to those inquiries in support of the
  
  

Community Engagement Director in marketing and sales efforts

• Ensures that the contact information for all inquiry calls and visits are clearly documented and
  
  

presented to the Community Engagement Director, Associate Director, and the Executive

Director

Communication

• Participates in creating and maintains a warm professional environment
• Participates in regularly scheduled meetings with department directors and associates
• Maintains appropriate communication with the Associate Director
• Possesses excellent communication skills, both verbal and written, and the ability to relate in a
  
  

positive and professional way to a diverse resident and associate population

• Maintains and protects the confidentiality of resident information at all times
• Acts as a liaison for all associates and dedicates time each day for associate appointment to
  
  

explain, assist and support an Associate with any HR, Benefit, payroll concerns

Problem Solving/ Decision Making/Financial

• Demonstrates the ability to be innovative and creative and have patience, high energy and
  
  

resourcefulness in problem solving.

• Understands department budget to include labor and other expenses and its impact on the
  
  

community’s bottom line and how to proper enter all financial and labor data

• Process and submit monthly expenses and budget data timely per Phoenix policies and
  
  

internal business controls

• Understands the internal cost associated with all Phoenix resident care programs
• Performs daily, weekly, monthly and annual payroll administration responsibilities
• Review payroll and timekeeping edit reports and coordinates with department directors to
  
  

ensure they have reviewed and approved all hours

• Processed approved labor adjustments
• Monitors and tracks performance appraisal due dates, process approved merit increases and
  
  

files in associates’ personnel file

Requirements

EDUCATION/EXPERIENCE/LICENSURE- CERTIFICATION

• Education: High School Diploma/ GED required
• One (1) year experience in an administrative support role, receptionist and or accounting role
• Knowledge and experience in Assisted Living industry and Dementia care preferred
  
  

Skills And Abilities

• Demonstrated ability to schedule and orientate staff
• Understanding of infection control procedures
• Demonstrate the ability to Plan and Organize
• Demonstrate the ability to Multi task and Manage Stress
• Proficient in using MS Office and Phoenix applications with the ability to learn new
• applications
• Understands advanced directives and end-of-life care
• Understands and embraces the assisted living philosophy
• Demonstrated knowledge of state regulations. Proficient in using state audit compliance
• tools
• Is proficient in time management skills and adherence to deadlines
• Ability to work weekends, evenings and flexible hours, available for our customers at peak
• service delivery days and times
• As applicable, maintain appropriate driver’s license such as CDL (commercial driver’s
• license), Chauffer license with acceptable driving record in accordance with Federal