Administrative Assistant

Description

Position Overview

The Administrative Assistant serves as the central hub and first point of contact for the Manor Nursing Home, acting as an ambassador for Bethany Village while supporting the Administrator and Department Leadership with the day-to-day operations of the facility. This role requires exceptional multitasking skills, sound judgment, and the ability to prioritize in a fast-paced, people-focused environment. The Administrative Assistant balances administrative responsibilities with front-desk oversight, coordinates communication across departments, and helps supervise workflow and daily needs to ensure the facility runs smoothly. Professionalism, discretion, strong organizational skills, and a genuine respect for older adults are essential to success in this role.

Essential Duties & Responsibilities

• Answers and screens all incoming telephone calls in a courteous and professional manner. Routes calls and takes messages, as appropriate.
• Arranges meetings/conferences, schedules appointments/interviews, and performs other duties relating to the Administrator's schedule.
• Greets all visitors in a friendly, courteous and professional manner. Requires all repair/mechanical Non-Bethany employees to sign in at desk and obtain badge.
• Maintains/updates emergency contact information residents, keeps at front desk and distributes to Administration. Maintains and updates log of emergency phone numbers and keeps at front desk.
• Updates residents name, phone log, resident list by room number.
• Demonstrates an appreciation of the heritage, values, and wisdom of the residents, and an understanding of the aging process.
• Endorses and complies with the vision, objectives, procedures, and policies of Bethany Village. Adheres to all established safety regulations and guidelines.
• Meets with Activity Director to discuss activity plans for that day. Meets with Director to discuss further activity ideas and plans.
• Responsible to take payment & log payment in payment log for guest meals. Issue meal tickets for missed resident meals.
• Notify maintenance for any emergent repair requests for residents.
• Answers personal alarm calls, fire alarm calls and calls appropriate staff to respond.
• Receive and processes mail for facility, staff and residents. Accepts all outgoing and incoming mail/packages.
• Types, copies, orders and maintains inventory of office supplies, and performs other clerical duties.
• Maintains office, lobby, and storage keys.
• Assists in implementing the facility’s marketing plan by handing out information on Manor.
• Calls residents to remind them of activities & appointments as necessary.
• Set up for resident activities, wine social, coffee hour, picnics on the patio, games etc. Assists Activity Director when requested.
• Responsible to reserve guest rooms and notify housekeeping of guest arrival.
• All other duties as assigned.
  
  

Requirements

• High School Diploma recommended for this position, some business trade school or college helpful.
• Ability to speak, read and write English is required.
• Must have word processing and clerical skills.
• Supervisory skills preferred