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Administrative Assistant

Homewatch CareGivers of Grand Rapids

Administrative Assistant

Grand Rapids, MI
Part Time
Paid
  • Responsibilities

    Administrative Assistant Job Description

    Nature of job: The Administrative Assistant must be a fast-learner with responsibilities for supporting office, clerical, and human resources activities within an established and growing senior-care agency in Grand Rapids, Michigan.

    Scope of Position: Reports to the Coordinator of Client Services/Administration

    Knowledge, Skills and Abilities Required

    Be able to easily handle office and clerical duties

    Have the ability to identify and solve problems in a timely manner

    Communicate clearly and concisely

    Must have a patient personality. Must be dependable

    Have very strong skills and practical experience working with Windows Office programs as well as a strong knowledge of the Internet and social media applications

    Be a team player with a positive attitude about winning and sharing successes

    Be able to engage with others and deliver a positive impression, employing effective communication and listening techniques in-person and during phone calls with employees and clients

    Good phone manner and ability to communicate effectively with all callers—including Homewatch’s clients and caregivers

    Be dependable and honest, while displaying a professional demeanor

    Have the ability and desire to learn new skills and to “wear many hats”

    Handles client phone inquiries/intakes

    Must have exceptional organizational skills

    Major Responsibilities

    Be responsible for data entry, including administration of contact databases

    Learn and assist with the scheduling function—matching Homewatch’s clients with Homewatch’s caregivers, utilizing a web-based scheduling tool.

    Assist in coordinating the schedules by speaking with clients and caregivers

    Assist with coordination of Homewatch website and all social media outlets

    Human resource support assistance:

    Application management and tracking

    Administration and tracking of caregiver testing

    TB Testing

    oHomewatch University Modules

    Background investigation, reference checks, drug tests for caregiver candidates

    Set-up and track personnel reviews for caregivers

    90-day and annual reviews

    Print review reports

    Set-up review times in concert with scheduling group

    Assist with assembling, creating and updating:

    client and employee documents

    marketing packages

    On call responsibilities

    Ordering marketing/printed supplies, typing VIP letters, preparing postcards/packages, leave-behinds, and completing mailings

    Maintain on-site collateral, assess needs of internal staff, and reorder from HomeStore

    Preparing weekly reports of marketing/sales activity

    Update and maintain website, e-newsletter, social networking pages, etc

    HIPPA and I-9 File Coordination

    Qualifications:

    Be able to work up to 20 hours per week

    Must have strong, practical computer skills

    Caregiving or healthcare experience is a plus