Administrative Assisant I

Administrative Assistant I

Oak Hammock at the University of Florida is a leading Life Plan Community in Gainesville, Florida. We offer a full continuum of health care, including independent living, assisted living, specialized memory support, and skilled nursing. Our community offers an unprecedented lifestyle of comfort and convenience with a rich array of services and amenities that are focused on optimal wellbeing.

Full Time Employee Benefits include:

• University of Florida partnership with community discounts and access to opportunities through the Gator One UF ID Card
• OH I CAN! Scholarship and Tuition Reimbursement Programs
• Pay Every Other Week
• Licensure Reimbursement for Clinical Positions
• Health, Dental, and Vision Insurance
• Company Paid Short Term Disability
• Long Term Disability
• 401K Retirement and Investing Plan with Company Match
• Paid Time Off Accrual
• 6 Paid Holidays and 1 Additional Floating Holiday
• Annual Employee Recognition Gifts
• Milestone Service Awards
• Helping Hands Emergency Loan Fund
• Staff Uniform Credits

Office Manager Summary:

Performs a wide range of administrative tasks and duties for Administration and the community. Handles confidential and sensitive correspondence, while exercising a high degree of discretion and initiative. Acts as administrative support for the CEO, CFO and Executive Office Administrator and the Concierge Team. Provides administrative and technological support to the Administration Department while also supporting front desk Concierge operations during assigned coverage periods. This hybrid role serves as a key point of contact for internal staff, community members, and guests, ensuring efficient administrative operations and a welcoming, professional front desk environment. The position is primarily administrative in nature with scheduled front desk responsibilities requiring strong customer service skills, professionalism, confidentiality, and the ability to multitask in a fast-paced environment ensuring excellent customer service in alignment with the community's mission.

Administrative & Front Desk Support:

Utilizes a variety of technology daily including Microsoft Word, Excel, Outlook and other office technology. Utilizes a variety of software platforms daily including Point Click Care (PCC) electronic health record, Icon resident portal, Smartsheet, Reserve Cloud and other internal programs. Maintains the resident address directory using Point Click Care (PCC), Excel and communication databases (ICON or other assigned systems). Assists in preparing and providing communication documents from shared event management system (wall signs, spreadsheets, etc.). Provides support for special projects, committees and administrative initiatives. Ensures office equipment is operational in the general administrative area and the resident business center. Serves as contact point for administration 3rd party vendors such as Quadient postage meter service, shredding service, Iron Mountain records storage and retrieval system offsite and Konica Minolta copier service. Processes invoices for payment and researches any discrepancies, assists with Administration department budget and reconciliations. Maintains confidentiality of members' PHI (Protected Health Information) and medical records information as well, and this position is classified as a level 5 in the ePhi Access Group levels. Ensures welcoming and excellent customer service to all residents, staff, and guests. Greets, directs, and assists visitors. Directs all incoming phone calls and relays messages to appropriate personnel. Answers general questions by providing accurate information and guidance. Assists with resident needs and requests, ensuring timely follow-up and communication. Sorts and distributes mail to team members and notifies residents and staff of package deliveries. Coordinates with Transportation Services as needed for delivery of packages. Assists with event and transportation sign-ups as needed in Icon electronic resident portal. Assists in scheduling transportation services in the absence of the Community Services Liaison/Driver. Helps maintain the Resident Business Center and ensures supplies are available. Assists with Administration break and conference rooms maintaining hospitality supplies and keeping rooms orderly throughout the shift. Reports suspicious persons or concerns to the Security Chief immediately. Maintains confidentiality of all community resident and team member information.

Job Qualifications and Requirements:

• Associates degree or similar required
• 5 years related experience and/or training in similar capacity
• Must have knowledge of a variety of computer software applications (e.g. Microsoft Word, Excel, Power Point and Outlook)
• Valid Florida Driver's License
• Must be empathetic, energetic and have an affinity for working with a diverse senior population