Administrative Assistant

Description

Pay: $15.00 - $17.00 an hour

GENERAL DESCRIPTION OF POSITION

Staff reception desk. Personally, greet each person coming into the Community ensuring prompt personal attention to the individual and the individual’s needs. Perform clerical duties and Community accounting functions. Tour prospective residents and perform other marketing duties.

REQUIRED KNOWLEDGE, SKILLS, ABILITIES & BEHAVIORS

• Experience in computer use and relevant software applications; Word and Excel preferred.
• Embodies a patient and creative attitude with the ability to “think outside the box.”
• Demonstrates a commitment to and respect for all individuals.
• Able to communicate effectively in English, both verbally and in writing, with residents and staff.
• Builds on basic learning and carries it from one situation to another.
• Demonstrates critical thinking skills in problem solving and decision making.
• Asks questions and seeks assistance.
• Takes responsibility to eliminate the source of problems.
• Ability to prioritize and organize multiple work duties.
• Demonstrates excellent communication skills, taking into consideration body language, filters, listening, paraphrasing and questions with co-workers and residents of diverse ethnic and cultural backgrounds.
• Demonstrates ability to work efficiently and pleasantly in an extremely busy work environment, to deal with difficult situations in a calm manner and be a team player.
• Ability to work under time constraints and meet department deadlines.
• Ability to work weekends, holidays and overtime hours as assigned by the General Manager.

SUPERVISORY RESPONSIBILITIES

• None

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Regular, on-site, attendance and punctuality is required as scheduled.
• Takes responsibility for maintaining current knowledge of the Hawthorn Senior Living Employee Handbook.
• Adheres to all company policies, procedures and standards.
• Maintain personnel, resident, and business proprietary and/or confidential records/material in strict confidence.
• Maintain a strict code of ethics related to matters of business operation, finances and confidentiality of all aspects of the business.
• Ability to routinely work under time constraints and deadlines with regular interruptions from telephone calls and inquires made of the Administrative Assistant.
• Staff reception desk continuously during Administrative Assistant’s regular shift.
• Promptly answer telephone, directing calls to appropriate person or recording messages accurately and promptly and relay the message to appropriate person.
• Arrange coverage of reception desk during rest periods and lunch period to ensure the reception desk is staffed at all times.
• Graciously greet all residents, guests, vendors and visitors entering the Community, politely assisting as necessary.
• Politely and patiently assist residents as needed or ensure that another available, appropriate employee can promptly assist residents.
• Maintain a friendly and positive attitude at the reception area at all times.
• Ensure that no confidential or sensitive matters are discussed in the reception area.
• Continually treat residents with respect and ensure resident dignity is preserved at all times.
• Promptly report any unresolved concern with residents, residents’ family members, guests or vendors to the General Manager or Assistant General Manager.
• Maintain Resident and Guest Register.
• Monitor fax machine and promptly direct incoming communications and fax confirmation sheets to appropriate person.
• Work in a team setting with commitment and respect for all individuals in compliance with Hawthorn’s Cooperation and Teamwork Policy on a continual basis.
• Regularly work with management, co-workers, residents, residents’ family members and members of the public in a positive and constructive manner.
• Assist General Manager and Assistant General Manager with accounts receivable duties, as needed.
• Assist General Manager and Assistant General Manager with accounts payable duties, as needed.
• Perform duty of distributing payroll checks to staff.
• Perform marketing duties, assigned by General Manager, including, but not limited to:
  • Tour prospective residents when no other member of the Management Team is available.
  • Record and report deposits received from prospective residents.
  • Enter prospective resident information into marketing system.
• Perform duties in dining room as assigned by General Manager, including, but not limited to:
  • Pour coffee and other hot beverages.
  • Serve meals to residents and guests.
  • Assist with bussing during and at the end of meal times.
  • Perform Duty Manager tasks as assigned by General Manager.
• Perform clerical duties as directed by the General Manager.
• Arrange transportation for residents to physicians or other health-related appointments.
• Maintain inventory control system for all office supplies and order needed supplies as directed by General Manager.
• Perform simple, routine maintenance of office equipment.
• Perform any other duties as assigned by the General Manager or Assistant General Manager.

OTHER DUTIES AND RESPONSIBILITIES

• Performs all work assigned for the agreed-upon hourly wage, accepting no additional payment or non-perishable gifts from residents, vendors, or others.
• Use timekeeping system to report hours worked on a daily basis, as well as the start and stop times of your meal periods.
• Meets the assigned work requirements of the job.
• Adheres to dress/appearance code. Changes in attire may be dictated by special occasion or weather conditions. If you have questions, check with your General Manager.
• Promotes resident advocacy and demonstrates excellent customer service at all times.
• Serves as a role model for all employees by displaying a responsible, cooperative and positive attitude.
• Represent the Community in a professional, courteous, and friendly manner within the local community at all times.
• Understands safe and proper chemical use and adheres to safety protocols. This includes using personal protective equipment when necessary.
• Attend education and training classes as necessary to fulfill company training requirements and/or state regulations applicable to the position.
• Maintain personnel, resident, and business proprietary and/or confidential matters/material in strict confidence with management of the company (and/or other company staff as needed).

• Employment offers are contingent upon successful completion of pre‑employment background checks, employment verification, and reference checks, as permitted by law. Hawthorn Senior Living is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other legally protected status.
• At Hawthorn Senior Living, we offer competitive compensation and a robust benefits package designed to support our employees' well‑being. Benefits may include paid time off; medical, dental, vision, and disability coverage; and supplemental life insurance. Eligible employees may also participate in a 401(k) plan with a company‑determined match and have access to an Employee Assistance Program (EAP). Beyond benefits, we are proud of our unique culture and enjoy celebrating our team throughout the year.