Administrative Assistant II

Loretto Management Corporation•Syracuse, NY

11d•Onsite

About The Position

The Administrative Assistant II performs administrative and clerical functions to maintain smooth operations and provide exceptional customer service. This role coordinates phone correspondence, mail, record keeping, and filing. It also involves arranging meetings, maintaining minutes, and directing/responding to inquiries and issues in the absence of a supervisor. The position requires creating various reports, forms, and graphs as needed. Specific duties include assisting with resident admissions and discharges, supporting nursing staff with non-clinical resident issues, coordinating transportation, maintaining master files and forms, creating flyers, preparing email blasts, and ordering medical supplies. Additional duties may include preparing, organizing, updating, and maintaining a variety of documents, forms, logs, newsletters, policies, databases, medical records, minutes, and clinical information. Ensuring accurate filing of paper or electronic information, reviewing files for completeness, coordinating meetings and appointments, attending meetings and taking minutes, arranging patient/family meetings and transportation, and handling mail, faxes, and phone calls are also key responsibilities. The role requires maintaining internal phone directories, facilitating communication, designing announcements, routing requests, coordinating supply orders, greeting visitors, explaining facility rules, guiding resources to meet resident/family needs, assisting with routine projects, covering other departments when directed, maintaining office equipment, keeping the workstation organized, and potentially assisting in resident evacuations or answering the resident call system during emergencies.

Requirements

0-3 years of administrative or secretarial experience.
High school diploma required.
Typing skills minimum 50 wpm.
Working knowledge of medical terminology.
Demonstrated organizational skills.
Ability to prioritize tasks and work with interruptions.
Ability to understand and carry out complex oral and written instructions.
Interpersonal and customer service skills to deal positively with supervisors, colleagues, families, internal and external customers, including governmental agency employees.
Ability to interact with ill, disabled, elderly and at times emotionally upset people within the facility in a positive, respectful manner.
Proven oral and written communication skills.
Ability to compose email with a professional tone.
Proficient with MS Office and able to learn new software rapidly.
An equivalent combination of education and experience which provides proficiency in the areas of responsibility listed above may be substituted for the above education and experience requirements.

Responsibilities

Assists with preparing charts and updating forms for new resident admissions and discharges.
Supports the nursing staff by addressing resident non-clinical issues.
Assists with coordinating transportation to medical appointments.
Maintains Assisted Living Residence master files and forms.
Creates flyers for residents and families.
Prepares and sends email blasts to families.
Orders medical supplies.
Prepares, organizes, updates and maintains documents, forms, logs, newsletters, policies, databases, medical records, minutes, clinical information and files.
Ensures paper or electronic information is filed accurately in an easy to retrieve and organized system.
May review files or paperwork for completeness, such as signatures and dates.
Coordinates meetings and appointments by scheduling attendees, preparing agendas, confirming attendance, reserving meeting rooms and arranging for catering/refreshments as directed.
Attends meetings and takes minutes as directed.
May arrange meetings or appointments for patients and families and the necessary transportation for an outside appointment.
Copies, sorts and routes documents such as mail, publications or packing slips.
Sends, receives and distributes fax correspondence.
Answers phones and handles calls appropriately using positive customer service skills.
Takes accurate messages, routes calls and messages, and returns phone calls promptly.
Keeps internal phone directories and staff rosters up-to-date.
Facilitates communication within the unit, department or function as needed, verbally or in writing as directed.
May maintain bulletin boards or other communication vehicles.
Designs, writes, prepares and distributes announcements for departmental activities.
Routes requests or prepares requisitions for various service departments such as housekeeping, finance and purchasing.
Coordinates the ordering of supplies and/or special printing jobs.
Ensures supplies and forms are stocked and available for departmental use.
Greets visitors, notifies Loretto staff members of visitor arrival, and escorts or directs visitors to proper location.
May explain facility rules, i.e., visiting hours.
May guide resources to meet resident/family member needs.
Assists with routine projects and activities for the unit, department or function.
Covers other units/departments/functions when directed.
Keeps office equipment operating by following operating instructions, troubleshooting breakdowns, maintaining supplies, and calling for repairs.
Maintains work station and surrounding area in a neat and organized fashion.
May assist in the evacuation of residents and participants during emergencies.
May answer the resident call system.