Administrative Assistant
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