Administrative Assistant: Full Time

Summary of Responsibilities:

The administrative assistant provides essential clerical and administrative support to the department, serving as a liaison across areas and ensuring smooth communication and coordination. Key responsibilities include scheduling meetings and resident appointments, arranging transportation, managing records and correspondence, and maintaining accurate resident and contact information, and managing regulatory binders. The role involves handling calls, transcribing meeting minutes, performing timely filing, managing office supplies, and supporting other departments as needed. The assistant must adhere to company values and all applicable laws and policies, actively participate in resident safety efforts, and complete all required training to maintain competence and compliance with regulatory standards.

Essential Functions/Duties:

• Provide comprehensive clerical and administrative support to the Nursing Healthcare Administrator and the leadership team.
• Act as a liaison between the Administrator’s office and other departments, staff, residents, families, and external partners.
• Maintain open, professional, and timely communication with all stakeholders to support smooth daily operations.
• Support the Administrator in efforts to uphold and promote resident safety, dignity, and well-being.
• Schedule and coordinate internal meetings, appointments, and special events for the Administrator and department heads.
• Arrange and maintain resident appointments at the time of admission and throughout their stay, ensuring proper documentation and follow-up.
• Coordinate transportation for residents to medical appointments and other off-site needs, ensuring timeliness and accuracy.
• Maintain an up-to-date resident appointment calendar and related tracking records.
• Record, transcribe, and distribute minutes for departmental and leadership meetings as requested.
• Audit, manage and maintain Life Safety binders according to regulatory guidelines.
• Answer incoming calls professionally, direct inquiries appropriately, and ensure timely follow-up or message delivery.
• Serve as a knowledgeable and courteous point of contact for internal and external inquiries, providing assistance or routing as needed.
• Prepare, process, and distribute mailings, notices, and general correspondence.
• Maintain an accurate and current resident list, including emergency contact and responsible party information.
• Take clear, accurate messages and ensure timely delivery to appropriate parties.
• Manage paper and electronic filing systems, ensuring documents are filed accurately and can be retrieved promptly.––
• Monitor and maintain office supply inventory; place orders within budgetary guidelines and maintain related records.
• Sort, log, and distribute incoming and outgoing mail daily.
• Maintain proficiency in all required computer systems, including electronic health records (EHR) platforms and Microsoft Office Suite (Word, Excel, Outlook, etc.).
• Provide backup administrative support to other departments as directed, demonstrating flexibility and understanding of varied responsibilities.
• Participate in and complete all required ongoing training, including monthly online and in-person training, annual skills competencies education, and role-specific certifications, to ensure continued competence and adherence to organizational and regulatory standards.

Required Skills/Abilities:

• Possess outstanding customer service ability
• Ability to maintain accurate records and produce effective documentation
• Comfortable and agile working with technology; Proficient in MS Office and other applications
• Excellent oral communication skills including a clear speaking voice
• Ability to work under conditions that may be distracting and handle multiple interruptions of routine tasks
• Excellent organizational skills
• Ability to adapt to changing needs
• Ability to use a resident and customer-focused approach to problem solving
• Excellent interpersonal skills and professional demeanor

Core Values:

The Highlands’ Traditions (Customer Service Expectations):

Position Type/Expected Hours of Work:

• This is a full-time in a health care facility that is open 24 hours a day, 365 days a year. Days and hours of work are as assigned/scheduled. Work during inclement weather will be required.

Education and Experience Requirements:

• High school Diploma or GED (Required)
• Associate’s degree/2-year degree (Preferred)
• 1-3 years’ experience in administrative, secretarial and clerical function (Required)
• 1-3 years’ experience in administrative, secretarial and clerical function in Long-Term Care (Preferred)
• Completion of the Highlands Hearthstone Ambassador training within 30 days of employment (Required)

Work Authorization/Security Clearances:

• Medical Screening
• Criminal History Clearance
• FBI Fingerprint Clearance (Only required if you have not lived in PA for the last 2 years)
• Immigration and naturalization (I-9) Clearance
• Valid Pennsylvania Driver's License and acceptable MVR (if operating company vehicle)

Physical Requirements and Physical Demands:

• Hearing: Adequate to perform job duties in person and over the telephone.
• Speaking: Must be able to communicate clearly in person and over the telephone.
• Writing: Must be able to accurately document pertinent information either by writing or typing.
• Vision: Visual acuity adequate to perform job duties, including reading information from printed sources and computer screens.
• This is largely a sedentary role; however, some filing and mail distribution is required. This would require the ability to lift files and mail up to 20lbs, open filing cabinets and bend or stand as necessary.

Safety Hazards and Physical Environment:

• General office working conditions
• May be exposed to blood borne pathogens - Low Risk
• May be exposed to communicable diseases
• May be exposed to moving mechanical parts
• May be exposed to rare occasions during which it is necessary to interact with a resident exhibiting aggressive behavior