Administrative Assistant

Administrative Assistant - Healthcare

St. James Place encourages its team members to build strong connections, live with integrity, and lead by example all while delivering joyful service to our residents. Come be a part of our community where our teams demonstrate a passion for excellence and celebrate the successes that truly makes St. James Place a wonderful place to grow.

This position manages all of the functions of the office and provides direct administrative, personal, and logistical support to the Director of Healthcare Administration (NFA). This position is responsible for room turnarounds, tracking invoices, and payroll processing. The Administrative Assistant performs administrative tasks in a manner that creates departmental efficiency and supports management in meeting departmental objectives and goals.

Shift: 8:00am - 5:00pm Monday - Friday

Qualifications:

• High School Diploma or GED; Post-secondary education in business/office administration preferred.
• Relevant experience would include 2-3 years working in an administrative support role, preferably in a healthcare or long-term care setting.
• Must be proficient in Microsoft Office applications and comfort level with learning additional software applications as they apply to the position.
• Payroll Background preferred.
• Experience with invoicing preferred.
• Proficient computer skills; ability to utilize all Microsoft office applications and learn any additional software applications as they apply to the position.

Work Hours:

• May require working long hours or hours outside of the normal work week.
• Requires ability to complete courier tasks and participate in the departmental on-call schedule periodically.
• MAY BE DESIGNATED ESSENTIAL PERSONNEL IN THE EVENT OF EMERGENCY SITUATIONS, INCLUDING HURRICANES, EVACUATION, FIRE, FLOOD, ETC., AND BE REQUIRED TO REMAIN ON CAMPUS FOR THE DURATION OF THE EMERGENCY.

Essential Functions:

• Serves as the coordinator for room turnaround under the direction of the NFA, DON, and Health Services Counselor for move-ins.
• Knowledge of Basic State Survey Regulations as it relates to resident environment.
• Collaborates with various departments such as Plant Services and Environmental Services to ensure Resident areas are up to St. James Place standards.
• Enters work orders for Plant Services and Environmental Services including follow up to ensure completion.
• Serves as the direct assistant to the Director of Healthcare Administration (NFA).
• Reviews, edits, and verifies staff timecards in a timely manner for payroll processing; tracks unexcused missed punches.
• Ensuring all invoices have been coded, tracked, and properly approved by the Director of Healthcare Administration (NFA).
• Monitor overtime implications that may result from the schedule to ensure payroll expenses remain reasonable; consult with the Administrator as necessary.
• Provides written and verbal correspondence independently or as requested.
• Manages calendars, schedules and coordinates meetings and events.
• Attends and takes notes/minutes for meetings and distributes as necessary.
• Intervenes and facilitates response to needs of residents, families, and staff and addresses issues; communicates resident or staffing concerns to the Director of Healthcare Services.
• Receives, screens and facilitates phone calls and routes questions or problems to the appropriate department manager or staff member.
• Leads or provides support for various projects.
• Formats and distributes administrative reports.
• Gathers and prepares information for meetings to include materials, PowerPoint presentations, booklets or agendas.
• Ensures follow through of function sheet instructions for meetings and events.

Other Administrative Duties:

• Serves on committees as assigned.
• Completes errands and courier tasks as needed.
• Participates in the departmental on call schedule.
• Assist with the activation of resident call devices (alert pendants and monitoring).
• Additional duties may be assigned.

Benefits:

• Health Insurance
• Dental Insurance
• Vision Insurance
• Voluntary Life Insurance
• Parental Leave
• Paid Time Off
• 403(b) Retirement Plan