Administrative Assistant

Ohio Living•Cleveland, OH

1d•Onsite

About The Position

The Administrative Assistant provides support to an executive and/or department to ensure they successfully deliver on commitments and effectively execute organizational operations in a timely and efficient manner by overseeing the administrative procedures and processes and acting as a liaison with internal and/or external partners.

Requirements

High school diploma or equivalent required.
Two years experience in a professional office setting in an administrative/clerical role supporting a department and/or management.
Must be able to type a minimum of 75 words per minute.
Proficiency with Windows, Microsoft Office (Word, Excel, PowerPoint), and the internet.
Must be able to read, write, speak, and understand the English language.

Nice To Haves

May verify physician license renewals, medical sanctions, NPI numbers, enter the information into the electronic medical records systems, and also maintain a list of the life plan community physicians.
May develop and maintain a system for purchasing office supplies for the department.
May assign purchase order (PO) numbers to PO request, notify staff of the PO status, make PO adjustments, as necessary, and file paperwork appropriately, if applicable.
May review and process pay applications, distribute copies, and save in job folders.
Prepares resident charges and reviews for accuracy a file that is uploaded to the Corporate Accounts Receivable Department once a month, if supporting a life plan community.
May assist the Corporate Accounts Receivable Department with resident communications regarding past due charges and account status at a life plan community.

Responsibilities

Proactively provides administrative support anticipating needs related to scheduling, meeting materials, communications, clerical support, special projects, event planning and coordinating, and distributing documents and other mailings.
Manages detailed calendar activity requiring interaction with internal and external executives and assistants, as well as board members, consultants, or vendors.
Coordinates and executes department, committee, board, and other meetings including room reservations, meeting notifications, agenda development, set up, and clean up.
Compiles, transcribes, and distributes minutes of meetings.
Provides technical support for meetings and presentations.
Makes travel arrangements.
Prepares memos, letters, reports, slide presentations, handouts, flyers, etc. as requested.
Handles collection and distribution of departmental mail and courier deliveries, then forwards and redirects when necessary. Takes mail to post office as needed.
Processes daily paperwork (i.e. work orders, reports, invoices, check requests, etc.), then reviews and follows-up regarding the status of the paperwork.
Maintains current and accurate records through use of computers and/or other documentation in accordance with company standards and federal, state, and local standards, guidelines, and regulations.
Operates within the standard company practices and procedures in order to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.
Processes check requests and pays invoices and expenses.
Collects forms from new vendors used to add them to the accounting system.
Monitors departmental expenses placed on credit cards and P-cards.
Records budgetary expense information.
Helps with board, staff, resident, and/or patient events as requested.
Supports the leadership team’s day-to-day relationships by interfacing with board members, life plan community and home health and hospice staff, residents, patients, and family members as a key administrative contact and liaison by answering questions, providing information, and ensuring appropriate follow-through and/or resolution is executed in a pleasant, professional, and timely manner.
Reviews and responds to compliments, complaints, and grievances from residents, patients, staff members, and other constituents as directed by the supervisor.
May fill in for the Receptionist answering the multi-line telephone system and directing calls to proper departments and/or staff, monitoring the main entrance, greeting and directing visitors, verifying who is entering the building, and maintaining the sign-in log for visitors, volunteers, and vendors.