Administrative Assistant

Illuminus•Hazel Green, WI

About The Position

The Administrative Assistant serves as the first point of contact for internal and external customers and provides administrative support to departments within the community. The role helps create positive encounters with residents, family members, and visitors; promotes effective communication; and supports the community’s mission, vision, and values while protecting confidential resident and employee information. The position provides a central administrative resource for daily operations and departmental initiatives. Work may include preparing and maintaining documents and communications; assisting with resident activities, meetings, events, transportation coordination, and appointment reminders; handling mail and deliveries; maintaining phone and directory information; supporting admission documentation and initial insurance-information intake; and managing administrative supplies and equipment service requests. Responsibilities and assignments may vary by community and location, and additional duties may be assigned as needed.

Requirements

High school diploma or equivalent.
At least two years of experience in a customer service or administrative role.
Knowledge of word processing and spreadsheets.
Typing and filing abilities.
Strong customer service skills and an upbeat, personable communication style.
Ability to relate well to residents or patients, families, staff, and the wider community.
Ability to work cooperatively with other team members.
Ability to maintain and protect confidential information.
Ability to exercise independent judgment and make sound decisions.
Ability to tolerate interruptions and remain flexible with the daily routine.
Commitment to quality programs and services for residents and patients.

Nice To Haves

Experience in a healthcare, insurance, or eldercare setting is strongly preferred.
Experience verifying insurance information is preferred.

Responsibilities

Serve as the first point of contact for internal and external customers, offering professional and friendly assistance in person, by phone, and in writing, and routing inquiries to the appropriate person or department.
Create and enhance positive impressions and encounters with residents, family members, and visitors.
Maintain and promote effective communication with residents and family members or personal representatives.
Support the community’s mission, vision, and values and maintain a positive community image.
Protect the confidentiality of resident and employee information.
Support departmental initiatives and daily community operations, including developing and maintaining documents, forms, flyers, presentations, and communications.
Assist with uniform coordination, resident activities, meetings, events, and special projects.
Coordinate resident transportation and provide appointment reminders.
Assist with resident cash transactions.
Manage mail, faxes, and deliveries.
Endorse checks and prepare bank deposits.
Manage campus phone lines, phone listings, and other resident directory information.
Assist with collecting and maintaining admission documentation.
Coordinate copier and mail-machine service and repair requests and help resolve equipment issues promptly.
Maintain inventory and order toner, office supplies, and other administrative resources; may stock supplies throughout the community.
Maintain and destroy physical and electronic records according to the records retention policy.
Verify resident insurance information during initial information intake.
Perform other duties as assigned.