Front Desk Supervisor / Administrative Assistant - Seven Hills Foundation

Overview

The Administrative Assistant: Front Desk Supervisor is responsible for providing clerical support to the Business Office, Nursing Department, Maintenance, Administrator and Social Work as directed.  This position is responsible for organizing and managing front desk operations, including scheduling.

Responsibilities

• Provide clerical support to Administrator.
• Greet visitors, vendors, potential employees, and family members, direct to appropriate departments.
• Ensures coverage of reception/visitor area, and as such reviews administrative staffing and directly greets visitors, answers telephone calls and other reception duties. Ensures that the public spaces of the program/department are neat, tidy, and clean. Reports any building maintenance issues and needs to the appropriate manager.
• Perform any other tasks as requested by the Administrator, Director of Nursing, Maintenance, Dietary, and Business Office and Social Work.
• Check daily census for accuracy; follow-up with Director of Nursing as needed.
• Retrieve mail, sort and send to appropriate departments.
• Take minutes in QAPI meetings and send out to staff.
• Create letters for quarterly MDS meetings for Social Work.
• Provide Resident appointment schedule to appropriate departments.
• Scan in day sheets and CNA assignment sheets.
• Update phone list with change in staffing.
• Order office supplies as needed; monitor supplies to assure appropriate stock is available.
• Maintain and update various manuals for the facility as directed by the Director of Nursing and Administrator.

Additional Responsibilities

• Supervise the front desk staff.
• Provide coverage of the front desk as needed.
• Compiles the front desk schedule and ensures coverage for all shifts.
• Assemble Orientation packets for new employees.
• Maintain database of all employees regarding mandatory in-services, educational in-services, and mandated medical requirements of the facility.
• Performs other duties as directed by the facility Administrator.

Qualifications

• High school graduate, or equivalent with Associates Degree preferred.
• Administrative assistant skills preferred
• Strong organizational skills.
• Knowledge of medical terminology.
• Proficient in Microsoft Office Suite; must be proficient in Word and Excel.
• Ability to multi-task, prioritize and execute tasks with multiple interruptions. Strong leadership, communication, and time management skills.
  • Must have flexibility, personal integrity, and the ability to work effectively with all employees, family members, visitors, and managers.
  • Must function independently, have flexibility and personal integrity.
  • Must work effectively with other departments.
  • May require frequent standing, some stooping, squatting and lifting.