About this role
Overview
The Administrative Assistant is responsible for providing administrative, clerical and project support in a professional and confidential manner. Excellent opportunity for a team player with customer service and administrative experience. Experience working in senior housing industry plus.
Responsibilities
- Organizes, directs, and/or manages departmental functions, including reception, telephone communication system, and mail distribution.
- Attends and/or participates in meetings and/or events and may transcribe and prepare minutes or summaries.
- Accumulates, maintains, verifies, and reports data, statistics, and research.
- Assists with collection of rent and execution of monthly certification process of resident.
- Composes, prepares, monitors and responds to correspondence.
- Directs and assists residents, families, business invitees and staff.
- Schedules and maintains appointments and calendars.
- Creates and maintains filing system.
- Responds to inquiries and provides information regarding the Village.
- Scheduled and conducts Village tours.
- Establishes and maintains resident (and prospect) records including but not limited to:
- Filing
- Revising and updating records, charts, etc.
- Gathering required data and documentation
- Data input
- Assists with information gathering, including scheduling and conducting admission interviews with potential residents and families.
- Evaluates need for and/or requisitions adequate supplies, equipment, and follow-up regarding assurance issues.
- Maintains maintenance work orders.
- Coordinates special events as assigned by the Administrator.
- Creates newsletters, flyers, and other documents utilizing various software programs and desktop publishing.
- Creates and maintains a positive customer service atmosphere, including continuous quality improvement, teamwork, mutual respect, professionalism and accountability.
- Attends and participates in all appropriate departmental/Village meetings, training and development opportunities.
- Embraces, upholds, and promotes Presbyterian Villages of Michigan's mission, vision, beliefs, values, strategic goals, objectives, and Servant Leadership.
- Follows established policies and procedures including but not limited to:
- Presbyterian Village employment policies and procedures
- Departmental policies and procedures
- Safety policies and procedures
- Federal, state, and local regulations
- Performs any and all other duties and/or tasks as assigned or requested.
Qualifications
Education/Formal Training:
- ·High School Diploma or General Education Diploma (GED)
- · Must be able to follow oral and written instructions, generally commensurate with some college level education or equivalent experience.
- · Computer literate (letters, newsletters, email, Zoom/Teams).
- · Trained as Certified Occupancy Specialist at HUD or MSHDA villages, a plus, but will train.
- · Affordable housing property management software if working at a HUD or MSHDA governed village, a plus.
- · Math aptitude generally commensurate with some college level education or equivalent experience.
Certificates & Licenses:
- HUD or MSHDA Villages: Certified Occupancy Specialist certificate required at hire, or within 6 months of position. Inability to obtain and sustain required certification will cause ineligibility for the position.
- Communication/Interpersonal Skills: Ability to communicate professionally and effectively with all level of staff and visitors.
Previous Experience:
- ·One to three years’ related professional business office experience or equivalent combination of educational experience.
- · Experience working with one of the following subsidized programs: tax credit/MSHDA, low income, & HUD.
Computer Skills:
- Efficient Computer knowledge and use of Microsoft products, word processing, spreadsheets database systems and email.
- HUD or MSHDA governed village: Affordable housing property management software, a plus.
To expedite interest, visit www.pvm.org and upload your resume AND complete application, including compensation expectations.