ADMINISTRATIVE ASSOCIATE

Jennings Center For Older Adults•Garfield Heights, OH

5d•Onsite

About The Position

Jennings is seeking a dedicated Administrative Associate to perform administrative duties that support administration, residents, staff, and visitors. This role is crucial for ensuring the smooth daily operations of the neighborhood and providing a welcoming environment for all. At Jennings, we believe healthcare is more than a job, it’s a calling. Every day, our team provides compassionate care with purpose, ensuring our residents, patients, and families receive the very best support. Whether you’re just starting your healthcare journey or are a seasoned professional, you’ll find a place here where your skills are valued, your ideas are heard, and your contributions make a real difference.

Requirements

High school diploma or GED.
Pleasant and welcoming demeanor with staff, residents, family members and visitors.
Strong sense of flexibility and positive attitude.
Ability to multi-task.
Excellent communication and clerical skills including Microsoft Office programs.
Understands and communicates job-related information and directions in English.
2 year's experience working in a small office environment.

Nice To Haves

Familiarity with medical terminology and medical records is preferred.

Responsibilities

Coordinate and assure the timely flow of required admissions and leasing paperwork and move-ins.
Manage office supplies and annual administration inventory including human resources and business office supplies.
Assist the Executive Director in the daily operations of the neighborhood.
Coordinate and assist with facilitating new hire orientation.
Answer incoming calls within an established timeframe and assure the back-up process is in place when not available.
Distribute resident and staff mail.
Greet and assist visitors.
Create resident files.
Update status and resident demographics in clinical systems, PCC.
Manage keys for mailboxes, suites etc.
Set up resident/family/community room reservations when requested.
Maintain office equipment.
Accept donations and notify the Development Department.
Copy and assemble nursing assistant documentation, mandatories, orientation books etc. for human resource functions.
Collect necessary paperwork, scan and/or mail to Human Resources.
Post birthday, anniversary and other Human Resource postings or communications.
Manage and distribute 90-day recognition awards.
Coordinate 403b financial advisor meetings for staff.
Distribute and collect new hire surveys as needed.
Enter applications for Small House Programs on the waiting list.
Collect and forward payroll deduction forms to the Business Office.
Maintain, print and distribute rosters.
Scan and send invoices to the Business Office.
Record service requests such as housekeeping, laundry and maintenance.
Copy and assemble move-in packets for residents.
Assist with mailing and invites to family events when requested.
Come to work as scheduled and consistently demonstrate dependability and punctuality.
Adhere to Resident Rights policies at all times.
Observe all facility safety policies and procedures.
Observe all infection control policies.
Accept assigned duties in a cooperative manner.
Follow and assume accountability for all policies and procedures contained in the Staff Handbook.
Plan work in an efficient manner and demonstrate dependability.
Support campus wide activities by offering ideas, participating on committees and attending staff and resident events.
Function as an active member of the team, supporting fellow team members and working effectively with other individuals and teams.
Understand and comply with the Corporate Compliance Program.
Know, understand and exemplify the mission and values of Jennings; Respect, Compassion, Community, Discovery of Potential and Celebration of Life.
Perform all other related duties as directed by your supervisor and/or manager.