Independent Living Administrative Associate

Shift Details:

Full-time Monday - Friday 8:00am-4:00pm with occasional changes to schedule.

Summary:

Under the direct supervision of the Independent Living Property Manager, this position provides administrative, and programs support for Vincentian Villa and Vincentian Terrace Place. Responsibilities include financial record keeping, touring prospective residents, resident assistance, coordination of meetings and events, support services, transportation scheduling, ordering supplies, typing, filing, preparing tour packets, special projects, and assisting with implementation of resident programing as needed.

Essential Duties and Responsibilities:

1. Commits to the Vincentian Collaborative System (VCS) mission to nurture and sustain a ministry of compassionate care that preserves the human dignity of persons within a diverse and changing society.
2. Upholds and promote the VCS values of spirituality, compassion, quality, dignity, collaboration, advocacy, stewardship, and innovation.
3. Promotes and supports a resident centered care environment that ensures the treatment of all residents, family members, visitors, fellow employees and customers with kindness, respect, and dignity.
4. Communicates and interacts effectively and courteously with residents, coworkers, management, visitors, and vendors in a positive and professional manner.
5. Assists residents, family members and other clients with encouragement, support and empathy; respects their confidentiality and privacy and communicates with them in a courteous and respectful manner at all times.
6. Assist Property Manager with software systems to include PCC, Worxhub, Enquire, Visual Cloud, Canva, K4, Drivers Schedule, Sage, and Emerge Tech.
   1. Assist with Document Manager as needed and entering ancillary charges in Point Click Care.
   2. Receive and enter work orders for Worxhub.
   3. Manage inquiries, waitlist and schedules tours for new leads using Enquire.
   4. Assist residents with Visual Cloud Point of Sale System.
   5. Manage daily check in using K4 and assists with all smart technology and community amenities.
   6. Create flyers as needed in Canva.
   7. Manages Independent Living transportation schedule along driver’s daily schedules using scheduling software.
   8. Enter check requests in Sage. Assists with credit card statement completion.
   9. Assist residents as needed with bill pay in Emerge Tech and distribute the monthly resident invoices.
7. Responds to telephone calls and other inquires on a timely basis to ensure accurate and timely exchange of information and/or resolution.
8. Manages guest suite reservations and all other reservable spaces in Outlook.
9. Opens and sort mail, pick up and distribute mail to the appropriate locations.
10. Prepares Move in packets for new residents ensuring keys, fobs, and intercom system are all in operating order 48 hours before resident arrival. Assist with move ins and moves outs.
11. Creates and maintains database and spreadsheet files.
12. Establishes, develops, maintains, and updates a comprehensive filing system.
13. Assist with preparing and distributing monthly newsletter to each resident; updates newsletter mailing list as assigned.
14. Maintains the resident birthday and wedding anniversary list for IL.
15. Decorates common areas according to season and/or programs.
16. Ensures that supplies are maintained at adequate levels; recommends equipment and supply needs; oversees equipment setup/maintenance schedule.
17. Schedules meetings, rooms and coordinates calendars as requested.
18. Completes work in a timely manner.
19. Consistently demonstrates ability to respond to changing situations in a positive and flexible manner to meet current needs, including reprioritizing work as necessary.
20. Investigates and follows on a timely basis regarding all orders and/or requests for service or information.
21. Follows established reporting procedures for accidents and/or accident prevention to ensure appropriate follow-up and/or prevention.
22. Performs all other related duties as assigned.

Education/Experience:

1. Associate degree or business school equivalent or 5 years of experience in an Administrative Assistant position or 2-3 years of administrative, marketing, and/or sales experience
2. Possess knowledge of Microsoft Office Suite with a high degree of proficiency as well as possess the ability to learn new software.
3. Must possess excellent interpersonal communication skills.
4. Must possess excellent oral and written communication skills.
5. Flexible and willing to adjust work schedule to changing environments, schedules & programs.
6. Ability to operate office equipment, including computers, copiers, fax machines, and telephones.

Work Environment:

1. Typical work is performed in a controlled climate office environment.
2. Occasional travel between facilities is required.