Administrative Assistant

Overview

The Administrative Assistant is responsible for providing administrative, clerical and project support in a professional and confidential manner. Excellent opportunity for a team player with customer service and administrative experience.  Experience working in senior housing industry plus.

Responsibilities

Organizes, directs, and/or manages departmental functions, including reception, telephone communication system, and mail distribution.

Attends and/or participates in meetings and/or events and may transcribe and prepare minutes or summaries.

Accumulates, maintains, verifies, and reports data, statistics, and research.

Assists with collection of rent and execution of monthly certification process of resident.

Composes, prepares, monitors and responds to correspondence.

Directs and assists residents, families, business invitees and staff.

Schedules and maintains appointments and calendars.

Creates and maintains filing system.

Responds to inquiries and provides information regarding the Village.

Scheduled and conducts Village tours.

Establishes and maintains resident (and prospect) records including but not limited to:

•  Filing
•  Revising and updating records, charts, etc.
•  Gathering required data and documentation
•  Data input

Assists with information gathering, including scheduling and conducting admission interviews with potential residents and families.

Evaluates need for and/or requisitions adequate supplies, equipment, and follow-up regarding assurance issues.

Maintains maintenance work orders.

Coordinates special events as assigned by the Administrator.

Creates newsletters, flyers, and other documents utilizing various software programs and desktop publishing.

Creates and maintains a positive customer service atmosphere, including continuous quality improvement, teamwork, mutual respect, professionalism and accountability.

Attends and participates in all appropriate departmental/Village meetings, training and development opportunities.

Embraces, upholds, and promotes Presbyterian Villages of Michigan's mission, vision, beliefs, values, strategic goals, objectives, and Servant Leadership.

Follows established policies and procedures including but not limited to:

• Presbyterian Village employment policies and procedures
• Departmental policies and procedures
• Safety policies and procedures
• Federal, state, and local regulations

Performs any and all other duties and/or tasks as assigned or requested.

Qualifications

Education/Formal Training:

• High School Diploma or General Educational Development (GED)
• Must be able to follow oral and written instructions, generally commensurate with some college-level education or equivalent experience.
• Computer literate (letters, newsletters, email, Zoom/Teams).
• Trained as Certified Occupancy Specialist at HUD or MSHDA villages, a plus, but will train.
• Affordable housing property management software if working at a HUD or MSHDA governed village, a plus.
• Math aptitude generally commensurate with some college level education or equivalent experience.

Certificates & Licenses:

• HUD or MSHDA Villages: Certified Occupancy Specialist certificate required at hire, or within 6 months of position. Inability to obtain and sustain required certification will cause ineligibility for the position.
• Communication/Interpersonal Skills: Ability to communicate professionally and effectively with all levels of staff and visitors.

Previous Experience:

• One to three years’ related professional business office experience or equivalent combination of educational experience.
• Experience working with one of the following subsidized programs: tax credit/MSHDA, low income, & HUD.

Computer Skills:

• Efficient Computer knowledge and use of Microsoft products, word processing, spreadsheets, database systems, and email.
• HUD or MSHDA governed village: Affordable housing property management software, a plus.

To expedite interest, visit www.pvm.org and upload your resume AND complete the application, including compensation expectations.