Community Services Administrative Assistant

The Forest at Duke•Durham, NC

1d•Onsite

About The Position

Under the direction of the Director of General Services, the Administrative Assistant provides operational and administrative support to the General Services department. This role involves greeting guests, residents, vendors, and staff, managing the Work Order Data Base, scheduling equipment maintenance, assisting with supply inventory, and maintaining department records and manuals. The position also supports the implementation of the Diversity Program and ensures compliance with employment, confidentiality, and HIPAA regulations.

Requirements

High School diploma (College degree preferred).
Two or more years of prior administrative experience.
Proficient in Microsoft Office Suite (Word/Excel/Outlook/PowerPoint).
Strong computer/keyboarding skills (must be able to type at least 60 wpm).
Ability to maintain a data base system.
Must be able to read, write, and communicate orally in English.
Must be able to work independently.
Service driven and a positive attitude.
Personable and approachable.
Must be able to maintain positive and professional relationships and interactions with residents, guests, vendors, contractors and staff.
Excellent organizational and time management skills.
Detail-orientation with the production of high quality work.
Ability to meet deadlines and follow-up timely with customers.
Ability to maintain confidentiality of information.
Adheres to The Forest at Duke’s employment and confidentiality agreements, remains up-to-date on HIPAA training requirements, understands the importance of proper handling and disposal of ePHI, and agrees to follow HIPAA regulations.

Nice To Haves

Prior customer service/receptionist experience preferred.

Responsibilities

Provides operational and administrative support to the General Services department.
Greets guests, residents, vendors/contractors, and team members and assists with resident relations.
Answers telephone for Maintenance, Housekeeping, and Security and takes messages and requests for repairs.
Maintains the Work Order Data Base (currently WorxHub), creating Work Orders and assigning them to appropriate Techs.
Meets regularly with supervisor and department managers.
Supports department managers as necessary in clerical capacity.
Establishes and maintains accurate records and filing systems.
Covers front desk as needed.
Creates, gathers, and inputs equipment information into the preventive maintenance files.
Schedules service to each piece of equipment in coordination with Maintenance Supervisor.
Contacts contractors as directed by appropriate supervisor.
Facilitates birthday and sympathy cards that are sent on behalf of the Director of General Services.
Assists with the purchasing and inventory control of all department supplies.
Records, maintains, and distributes Minutes of certain meetings as assigned.
Maintains and updates the Community Services department’s policy and procedures manual(s) in coordination with Director team as assigned and necessary.
Answers or refers inquiries from residents, families, team members, or public regarding the community.
Assists in implementing The Forest’s Diversity Program as it relates to the department.
Ensures all contractors doing business at The Forest have a record of liability insurance and W-9 on file with Accounting.
Notifies Security and Risk Manager or designee as to anticipated arrival of new residents to ensure Security/Maintenance orientation.
Maintains telephone and cable services as requested by individual supervisors.
Notifies Security as needed for escorts.