Administrative Assistant I

St. Paul's Senior Services•San Diego, CA

1d•$21 - $26•Onsite

About The Position

Connect with the Greatest Generation and join us at St. Paul's! You will be able to make a difference in the lives of countless seniors by providing comfort and life-changing experiences every single day. Our team is looking for compassionate, caring and considerate companions to become angels for San Diego's residents and participants in the best years of their lives! This is a Full-time onsite position with a typical schedule of Monday - Friday, 8:00AM - 4:30PM. Basic Function: Provides comprehensive administrative support to the Administrator of McColl Health Center and the Executive Director of St. Paul's Manor by coordinating daily administrative operations, supporting leadership initiatives, maintaining confidential records, facilitating communication, and assisting with projects that promote regulatory compliance and operational excellence.

Requirements

Strong proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
Excellent written and verbal communication skills.
Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
Strong organizational and time management skills with the ability to prioritize multiple assignments.
Ability to interact professionally with residents, families, visitors, physicians, vendors, and staff in person and by telephone.
Ability to remain calm, organized, and professional during emergencies or high-stress situations.
Excellent attention to detail with the ability to proofread correspondence, reports, and meeting materials.
Must be able to clear fingerprints through DOJ and FBI in addition to a drug screen clearance.

Nice To Haves

Experience with presentation, graphic design, or publishing software highly preferred.

Responsibilities

Provide administrative support to the Administrator and Executive Director.
Manage calendars, schedule meetings, coordinate appointments, and prioritize requests.
Prepare agendas, meeting packets, presentations, reports, spreadsheets, and correspondence.
Attend leadership meetings and prepare accurate meeting minutes, action items, and follow-up communications.
Coordinate recurring meetings, including Safety Committee, REM, Leadership, All Staff Meetings, Open Forum, QAPI, and other committee meetings.
Track assignments and action items to ensure timely completion.
Assist with survey preparation by organizing documentation, maintaining regulatory binders, and coordinating survey readiness activities.
Prepare reports, policies, procedures, and other administrative documents while ensuring proper formatting and proofreading for accuracy.
Coordinate executive travel, conferences, training registrations, and continuing education as requested.
Maintain confidential personnel, resident, and administrative records in accordance with HIPAA and organizational policies.
Serve as a professional point of contact for residents, families, vendors, physicians, community partners, and visitors.
Assist with special projects, quality improvement initiatives, and operational priorities as assigned.
Coordinate office operations, including ordering supplies, maintaining inventory, and organizing filing systems.
Prepare purchase requests, invoices, and administrative documentation as needed.
Assist with planning employee recognition events, leadership meetings, resident events, and community outreach activities.
Coordinate communication between departments to ensure timely dissemination of information.
Assist with preparing leadership reports, dashboards, and operational metrics.
Maintain meeting calendars and reserve conference rooms as needed.
Support onboarding activities, training coordination, and administrative orientation for new leaders.
Monitor and respond to general administrative correspondence and telephone inquiries.
Perform additional administrative duties and special assignments as directed by the Administrator and Executive Director.