What are the responsibilities and job description for the Scheduler-Administrative Assistant position at Senior Living Communities?

At Osprey Village, we are proud to be recognized as a Great Place to Work®, and we believe that our success begins with one simple principle : People First. We are a luxury senior living company that is driven by compassion, respect, and the dedication to making every interaction meaningful. Our culture fosters growth, teamwork, and a genuine commitment to enriching the lives of our residents and our team members. If you are passionate about providing exceptional care in an environment where you’re valued and supported, we invite you to be part of a company that truly puts people at the heart of everything we do. Come join us and be a part of something extraordinary! Now accepting applications for a FT Scheduler position.

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904-432-1182

Interviews offered daily.

POSITION SUMMARY : Responsible for administrative and scheduling duties for Care Services (Healthcare). The Administrative Assistant / Scheduler must be able to anticipate project needs, discern work priorities, and meet deadlines with little supervision, and be willing to work occasional evenings and weekends.

ESSENTIAL FUNCTIONS :

Maintains HIPAA standards and regards all medical or healthcare information pertaining to residents and employees as confidential

Performs administrative tasks as assigned by the Administrator.

Manages overtime and works with Department Heads / Supervisors to anticipate needs and coordinate scheduling

Maintain an organized system of scheduling all Care Services (Healthcare) employees in a timely and efficient manner.

Handles call out and holes in the schedule by filling shifts in a timely manner.

Utilizing the UKG program to schedule, inform staff of openings and deliver appropriate information / reports to the Administrator as requested.

Track absences, tardiness and break utilization to report to the DON and or Administrator.

Maintains excellent employee and resident employee relations. Handles complaints and recommendations constructively.

Organizes and maintains facility medical records in compliance with facility, corporate, State and Federal regulations

Maintains Sitter & Private Duty Agent files.

Implements / Maintains system to track documentation of Employee Training and In-Services.

Participates in and attends all required in-service training and education programs as scheduled.

Other duties as assigned.

COMPETENCIES :

To perform the job successfully, an individual should demonstrate the following competencies :

Technical Skills – Individual must demonstrate current and ongoing competence in tasks assigned which indicates a specialized skill in this area above and beyond the average.

Communication – Demonstrates an ability to effectively and regularly transfer information to necessary parties to improve the quality of work and to provide the supervisor with actionable, accurate data.

Initiative – Is self-motivated and personally competitive. Wants to achieve for the good of the Company and the team. Seeks additional work when they have capacity. Demonstrates an ability and desire to bring new ideas and solutions to the supervisor on an ongoing basis.

Flexibility – The ability to quickly adapt to changing conditions. The ability to navigate obstacles with ease and professionalism.

Interpersonal Skills – Focuses on solving conflict, not blaming; listens to others without interrupting; keeps emotions under control; remains open to ideas and tries new things

Teamwork – Balances team and individual responsibilities; encourages others and asks for help when needed. Exhibits patience and compassion.

Professionalism – Ensures service is delivered on time and is of the highest quality. Assumes responsibility for mistakes. Presents themselves in a manner which enhances the brand image. Understands that no information is truly private and conducts online or social networking activities accordingly.

Ethics – Treats people with respect; keeps commitments; inspires the trust of others; works ethically and with integrity; upholds the Company’s Guiding Principles :

o People First, Always

o We Exist to Serve our Members

o We Have a Responsibility to be Full

Physical Demands, Work Environment, and Expected Hours of Work : The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

This position requires frequent sitting, standing, walking, bending, kneeling, stooping and climbing stairs.

This position may be required to lift or carry weight up to 50 lbs. and ability to push up to 250 pounds independently.

Must be able to work under time-sensitive or stressful situations.

The individual must use proper body mechanics to assist residents in their daily living.

Responsible for knowledge of fire and safety procedures including those involving blood-borne pathogens.

TRAVEL : No travel is expected, although occasional travel may be required for training sessions, continuing education opportunities, emergency situations, and other company functions.

EDUCATION AND EXPERIENCE REQUIREMENTS :

High school education or equivalent

Bachelor’s degree preferred; significant work experience can substitute for degree.

At least 1-year of experience in scheduling / employee relations preferred.

Must have advanced knowledge of HIPPA.

Must have excellent organizational skills.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED :

Ability to read, write, speak and understand English fluently.

Ability to meet or exceed the company’s attendance and punctuality standards.

Must conduct all business with a professional manner and with a high level of confidentiality.

Ability to use Scheduling software and miscellaneous software and office equipment.

Proficient using the latest versions of Outlook, MS Word, Excel and mail merges; email and web searches.

Ability to understand and follow directions as given.

Ability to work with minimal supervision.

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